Receptionist/Administrator

Cambridge University Hospitals; Cambridge; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

On-site leisure facilities

Bus travel discounts

Parking subsidies

Job summary

Cambridge University Hospitals NHS Foundation Trust in Cambridge is seeking a dedicated Receptionist/Administrator to support patients and staff in the IVF Clinic. You will manage front desk operations, coordinate appointments, and maintain accurate records with confidentiality.

The role requires empathy, excellent communication, and the ability to work flexibly across full-time or part-time hours within a busy clinical environment.

Qualifications

• Educated to GCSE level or equivalent.
• Typing qualification or equivalent.
• Secretary qualification or equivalent.

Responsibilities

• Greet and welcome patients and visitors in a courteous and professional manner.
• Manage front desk operations, including answering phone calls, emails, and patient inquiries.
• Maintain accurate and up-to-date patient records, ensuring confidentiality and compliance with privacy regulations.
• Coordinate with nurses, doctors, and laboratory staff to ensure smooth patient flow and timely service delivery.
• Handle patient payments, and receipts as required.
• Manage incoming and outgoing correspondence, including mail and courier services.
• Monitor the reception area to ensure a clean, organised, and welcoming environment.
• Assist with administrative tasks for both Andrology and Fertility Admin.
• Provide compassionate support to patients undergoing fertility treatment, maintaining a discreet and empathetic demeanour.

Skills

Excellent communication

Customer service

Confidentiality

Empathy

Teamwork

Professional telephone manner

Microsoft Office

Education

GCSE level

Typing qualification

Secretary qualification

Tools

Microsoft Word

Excel

Outlook

Job description

Main area Division E - Administration Grade Band 3 Contract Permanent Hours

• Full time
• Part time
• Flexible working

37.5 hours per week (Full Time (37.5 hours ) and Part Time (35 hours) available. Flexible working hours may be considered.) Job ref 180-E-CVA1052-RE

Employer Cambridge University Hospitals NHS Foundation Trust Employer type NHS Site Cambridge IVF - Kefford House Town Cambridge Salary £25,760 - £27,476 p.a. pro rata Salary period Yearly Closing 12/11/2026 23:59 Interview date 16/11/2026

Job overview

We wish to recruit a dedicated Receptionist/Aministrator to join our team here in Trumpington. You will provide support for both patients and staff. Using Epic and our own fertility database Ideas. Being part of a small unit, your work will be varied, and you will need a flexible approach to the role, helping out where needed.

The ReceptionistAdministrator at our IVF Clinic serves as the first point of contact for patients and visitors, providing a warm, professional, and compassionate experience. This role is responsible for managing front desk operations, coordinating patient appointments, maintaining accurate records, and ensuring effective communication between patients and clinical staff for both Andrology and Fertility Admin. The ideal candidate will have excellent interpersonal skills, attention to detail, and the ability to maintain confidentiality in a sensitive healthcare environment.

Main duties of the job

Greet and welcome patients and visitors in a courteous and professional manner.
Manage front desk operations, including answering phone calls, emails, and patient inquiries.
Maintain accurate and up-to-date patient records, ensuring confidentiality and compliance with privacy regulations.
Coordinate with nurses, doctors, and laboratory staff to ensure smooth patient flow and timely service delivery.
Handle patient payments, and receipts as required.
Manage incoming and outgoing correspondence, including mail and courier services.
Monitor the reception area to ensure a clean, organised, and welcoming environment.
Assist with administrative tasks for both Andrology and Fertility Admin.
Provide compassionate support to patients undergoing fertility treatment, maintaining a discreet and empathetic demeanour.

Working for our organisation

Our Trust

Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners. Recognised as providing ‘outstanding’ care to our patients and rated ‘Good’ overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH’s values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.

CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people’s age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.

Detailed job description and main responsibilities

Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.

This vacancy will close at midnight on 12th November 2026.

Interviews are due to be held on 16th November 2026.

All appointments with a start date on or after 1 October 2026 will be subject to a 12-week probationary period. This provides a structured and supportive period to help you settle into your role, with regular reviews and feedback.

Right to Work

As there is a 12-week probationary period, successful candidates are expected to have the Right to Work for a period of at least 6 months from the proposed start date. Immigration and Right to Work status will be discussed with successful candidates at conditional offer. CUH will not offer sponsorship to candidates that have applied for a fee waiver.

Due to Home Office immigration rules, a full-time permanent vacancy cannot be filled by individuals on a student visa. Therefore, please be advised that if you are a student visa holder, we will not be able to offer you a full-time permanent contract unless you have:

- applied for a Graduate visa

- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment

As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this position.

Benefits to you

At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.

On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only café, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.

CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.

Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.

We welcome applications from the Armed Forces.

Person specification

Qualifications

• Educated to GCSE level or equivalent, NVQ level 2 Customer Service / Business Admin / ITQ or equivalent experience
• Typing qualification or equivalent
• Secretary qualification or equivalent

Experience

• Previous experience in a receptionist or administrative role.
• Excellent communication and interpersonal skills.
• Strong organisational and time management abilities.
• Ability to manage multiple tasks in a busy clinical environment.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and electronic patient record systems.
• Professional, empathetic, and patient-focused approach.
• Ability to maintain confidentiality and discretion.
• Working with guidelines
• Previous experience working in NHS, fertility, or private medical practice.
• Knowledge of fertility treatment pathways and medical terminology.
• Experience of call handling
• Experience of dealing with difficult situations and confrontations

Knowledge

• Understanding of confidentiality and data protection
• Understanding of confidentiality and data protection
• Knowledge of the Trust including awareness of the Trust's priorities
• Knowledge of Trust information systems
• Knowledge of HFEA

Skills

• Excellent customer service
• Strong verbal and written communication
• Professional telephone manner
• Teamwork and collaboration
• Organisation and prioritisation
• Compassion and emotional intelligence
• Work as part of a team
• Follow processes and procedures
• Store and safeguard confidential documents

Additional Requirements

• The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
• Interaction with patients experiencing emotionally sensitive circumstances requires empathy and professionalism.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Karen McPhee Job title Finance and Admin Manager Email address [e-mail] Telephone number 01223 808193 Additional information

For further details please contact Karen McPhee on 07923240676.