Receptionist Administrator

East Kent Hospitals University NHS Foundation Trust; Canterbury; On-site; GBP 22,000 - 26,000; Full time

Job summary

East Kent Hospitals University NHS Foundation Trust is seeking a Receptionist Administrator to cover frontline reception duties, booking outpatient appointments, and handling mail and clerical tasks. The role requires effective communication with patients and staff, and the ability to manage multiple tasks in a busy hospital setting.

The successful candidate will have GCSE English and Maths, basic numeracy, and experience in customer service or reception.

Qualifications

• Basic numeracy & literacy
• GCSE English and Maths (A-C) or equivalent

Responsibilities

• Provide reception duties for outpatient clinics and arrange bookings.
• Manning reception, handling internal/external mail, and ensuring clinical docs are prepared.
• Deal with telephone enquiries and escalate to relevant staff as required.
• Process referrals and appointments, keep databases up to date, and notify staff of non-attenders.
• Manage incoming/outgoing post and circulate lists; assist in stationery management.

Skills

Communication

Customer service

Interpersonal skills

Independence & teamwork

Workload prioritisation

Adaptability & improvement

Education

GCSE English & Maths (A-C)

Job description

Receptionist Administrator

East Kent Hospitals University NHS Foundation Trust

The closing date is 22 November 2026

Duties include manning reception, booking of outpatient appointments, distributing internal and external mail, ensuring that clinical documentation is prepared in advance of clinic review. Dealing with telephone enquiries from patients and staff, ensuring that they are escalated to the relevant person. To carry out any other clerical tasks as directed by the line manager.

PLEASE NOTE - WE CANNOT OFFER VISA SPONSORSHIP FOR THIS ROLE. If you hold a Graduate/Post Study work visa, you will only be able to work this role fixed term until the expiry date of your visa.

Main duties of the job

Provide reception duties for outpatient clinics, operating PAS to ensure all data is collected and recorded in accordance with Trust guidelines.

Ensure referrals and appointments are made accurately - ensuring all databases are kept up to date and all clinical staff are made aware of non-attending patients. Sending out letters where appropriate.

Deal with internal and external enquiries in a polite and courteous manner in what may sometimes be difficult circumstances. Dealing with phone enquiries and where necessary passing on details to relevant members of staff.

Manage in-coming and out-going post and distribute appropriately.

Cache up clinics and rebook appointments where necessary. Highlighting any non-attenders and recording RTT pathway.

Arrange bone marrow aspirates and circulate lists when required.

Overseeing the department stationery supply, re-ordering on the appropriate systems as and when necessary.

About us

We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.

Job responsibilities

Please scroll down to access the full Job Description and Person Specification located in Documents to download.

If you have further queries please dont hesitation to contact the line manager using the contact details below.

Person Specification

Qualifications & Training

• Basic numeracy & literacy
• Educated to GCSE level with A-C grades in English and Maths or equivalent qualifications

Skills & Experience

• Good communication Skills (both written and verbal)
• Previous Customer Service
• Good interpersonal skills
• Ability to work both independently and as part of a team
• Ability to prioritise workload
• Ability to adapt to change and willingness to improve service

Governance

• To be aware of and adhere to the Trust's Values
• Strong sense of commitment to openness, honesty and integrity in undertaking the role

Other Requirements

• High level of work organisation, self-motivation, drives for performance and improvement
• Reliable and flexible in approach and attitude

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

East Kent Hospitals University NHS Foundation Trust