Reception/Administration Clerk

MAX FORTUNE, INC.; Northampton; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in Northampton seeks enthusiastic individuals for reception roles within their Medicine division. Candidates will support clinical staff and ensure efficient operation of the unit, requiring strong communication and good computer skills. Experience in a healthcare reception is desirable, but not mandatory. This role offers a full-time position of 37.5 hours or a part-time option of 33 hours until March 2026.

Qualifications

• Good communication skills and methodical approach.
• Willingness to learn in-house IT systems.
• Experience in a reception/clerical role in healthcare is desirable.

Responsibilities

• Provide efficient reception service to patients and relatives.
• Handle complex queries from patients and GPs.
• Arrange and change appointments according to policies.
• Input data accurately and maintain data integrity.

Skills

Communication skills

Methodical approach

Computer skills

Teamwork

Ability to work under pressure

Job description

Overview

We are seeking enthusiastic individuals to join our busy Medicine division team. The successful candidates will work closely with Consultants/nurses and other members of the Multidisciplinary team, supporting them to work clinically by undertaking the non-clinical elements required to support efficiency of the workplace. The successful candidates will provide an essential support service to the efficient running of the reception of a medicine unit. They must have the ability to work as part of a team as well as on their own initiative, good communication skills, a methodical approach to work, and a willingness and aptitude to learn our in-house IT systems.

A flexible approach and willingness to work across different areas within the department as required is essential. The role is fixed term until 31st March 2026. Two posts are available: Post 1 – Full time 37.5 hours; Post 2 – Part time post 33 hours.

Responsibilities

• Provide an efficient and courteous reception service to patients, relatives/carers, Medical Outpatients and the wider Trust.
• Deal with often complex telephone queries from patients, GPs, Consultants and the wider Trust; recognise when advice is required from more senior or clinical staff.
• Arrange appointments for patients in accordance with guidelines and the Trust Access Policy; communicate appointment details and preparation to patients in language appropriate to them.
• Demonstrate a high standard of customer care by being courteous and helpful to patients, visitors and staff.
• Change or reschedule appointments at the request of patients or clinicians in line with the Trust Access Policy.
• Communicate complex information regarding Medical Outpatients appointments and results to departments within the Trust and externally.
• Communicate with the IT Department to report faults/problems with IT systems or interfaces, often conveying complex or technical information.
• Liaise with administration and clinical teams when booking appointments to ensure they are booked onto the appropriate lists.
• Input data and maintain the integrity of data held in IT systems used within the Hospital Information System (CaMIS).
• Record all requests coming into the department in an accurate and timely manner using both electronic and manual systems.
• Pre-clinic preparation, check that necessary paperwork is available for patient reviews, ordering and booking in of hospital notes as required by the Department.
• Scanning attendance notes onto the system; admitting, discharging and transferring patients on CAMIS; filing and scanning patient records of Same Day Emergency Care Specialist notes.
• Photocopying, referrals as required and all other routine office duties; deal with enquiries from members of the public; liaise with all levels of staff.
• Be aware of the Data Protection Act, Fire, Health & Safety and that all Trust Policies are adhered to; attend mandatory courses within due times.
• Any Other Duties Which May Be Required.

Qualifications and requirements

• Good communication skills, a methodical approach to work and the willingness and aptitude to learn in-house IT systems.
• Good level of computer skills; ability to work both in a team and on own initiative; ability to work under pressure; self-motivated.
• Flexible approach with willingness to work across different areas within the department as required.
• Experience in a reception/clerical role within a healthcare setting is desirable but not required.

Organisation and diversity information

Northampton General Hospital is one of the largest employers in the area. We have entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and became University Hospitals of Northamptonshire. We are a Defence positive trust, supporting reservists, veterans, spouses and partners. We encourage applications from people from all protected groups and strive for an inclusive and collaborative environment. We have active networks to support colleagues from diverse backgrounds.

Notes

To provide an efficient and courteous reception service to patients, relatives/carers, Medical Outpatients and the wider Trust. Cancel or change appointments according to clinic rules and procedures. Reception duties on out-patient clinics, ensuring all computer details are maintained correctly. Pre-clinic preparation, ordering and booking in of hospital notes as required by the Department. Scanning attendance notes onto system. Admitting, discharging and transferring patients on CAMIS. Filing and scanning in Patient Records of Same Day Emergency Care Specialist notes. Liaise with all multidisciplinary levels across all directorates. Ensure adherence to data protection, fire, and safety policies. Attend mandatory courses within due times.