receptionist/administrator

Vita Health Group; Greater London; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Competitive salary

Flexible working options

Comprehensive benefits package

Job summary

Vita Health Group is seeking a professional Receptionist and Administrator to welcome patients to the Private Physiotherapy Department and handle all routine administrative duties. You will manage appointments, diaries, and patient records, while delivering friendly, efficient service in a fast-paced environment.

The role supports NHS and private patients, with invoicing, reports, and cross-team collaboration at the core.

Qualifications

• Welcoming patients and briefing before appointments.
• Booking NHS and Private patient appointments and classes.
• Managing clinician diaries and ensuring accurate notes.
• Handling payments and store and retrieve patient information.

Responsibilities

• Greet visitors and brief patients before their appointments.
• Book appointments and classes for NHS and Private patients.
• Maintain clinicians' appointment diaries and backup daily papers.
• Contact patients who miss appointments to rebook.
• Process cash or card payments and handle receipts.
• Keep reception and waiting area tidy at all times.
• Monitor and respond to emails promptly.
• Collaborate with NHS/Private Administrators and clinicians on patient queries.
• Update patient records with accurate notes and escalate issues.
• Complete daily tasks: banking, printing, scanning, post.
• Communicate delays to patients and rearrange short-notice cancellations.
• Open/close clinic and office and perform ad hoc duties.
• Work well in a team and demonstrate customer-focused approach.
• Use initiative and adapt to changing priorities.
• Demonstrate excellent written and spoken communication and attention to detail.
• Support diversity and inclusion initiatives and travel when required.

Job description

part of Spire Healthcare Group - are looking for a Receptionist and Administrator. Acting as an extension of the firm's brand and core values, the purpose of this role is to welcome patients to the clinic and undertake all administrative tasks required to ensure the smooth running of our Private Physiotherapy Department and clinic. This is a great opportunity to work with a committed team of professionals who are passionate about helping people and offering excellent service. The receptionist/administrator position is viewed as an integral role within our team and as bank staff, you'll be an integral member helping to assist the service across all our clinics. Whilst covering the reception area, you will ensure that all reception tasks are completed daily, and patients are greeted with a friendly, professional approach. You will be responsible for the welfare of our patients while they attend our clinic, booking their appointments and classes, looking after the clinicians needs while also taking inbound and making outbound calls. You will also be required to send reports to 3rd party referrers and consultants within strict time frames. As well as general administrative tasks, including the use of Microsoft 365 and various clinic software packages.

• Welcome all visitors to the clinic and ensure that patients are appropriately briefed so as to prepare them for their appointment.
• Book appointments and classes for both our NHS and Private patients.
• Manage and maintain clinician's appointments diaries. Ensure future appointments are booked correctly and provide a backup paper version on a daily basis.
• Contact patients that have not attended their appointment to offer to re-arrange their appointment.
• Liaise with patients regarding the payment of their treatment. This involves processing cash or card payments.
• Ensure that the reception and waiting area is kept tidy and presentable at all times.
• Monitor and manage emails, ensure that they are responded to in a timely manner.
• Work closely with the NHS and Private Administrators as well as clinicians to resolve patient queries.
• Update patient information and ensure adequate notes are added to patients' records as required.
• Identify and escalation any issues.
• Complete daily reception tasks such as banking, printing of forms, scanning and post.
• Keep patients updated when clinical staff are running late and re-arrange any appointments due to a short notice cancellation.
• Open and close the clinic & office.
• Any other ad hoc duties to support the Reception and Administration function of the business.
• Ability to work within a team and put the customer's needs first.
• Ability to work independently and problem solve when required.
• Ability to use own initiative and adapt to changing priorities.
• Excellent written and spoken communication skills.
• Strong administration skills with exceptional attention to detail.
• An awareness of and commitment to supporting and facilitating diversity and inclusion
• Willingness to travel, which may include overnight stays on occasion, as and when required

Desirable

• Experience of processing cash and card transactions.
• Experience dealing with the public face to face.
• Previous reception experience.

As part of Spire Healthcare, we're proud to build on a legacy of improving lives for over 30 years and continue to deliver primary care physical and mental health services accessed through the NHS, via employer-funded care and at our network of private clinics.

We are an award-winning employer regularly recognised at industry events and our latest employee survey revealed the top reasons for working here as:

• Supportive teams and managers
• A positive and inclusive culture
• Strong well-being and mental health support
• Trust, autonomy and flexibility

We invest in your growth with frequent career progression opportunities and development initiatives including mentoring, secondments, management training and regular clinical CPD webinars.

You will enjoy a competitive salary, flexible working options and a comprehensive benefits package - further details here Careers - Vita Health Group Equality Diversity & Inclusion

We are proud to be an equal opportunities employer dedicated to creating a workplace where everyone feels valued and supported.

We actively support a range of initiatives including:

• Disability Confident Leader
• Positive action through Ethnicity and Gender Matters initiatives
• Employer with Heart and
• Mindful Employer status
• Menopause Friendly accreditation

Learn more about our EDI commitments here Equality, Diversity & Inclusion - Vita Health Group.

If you need any adjustments or assistance during the recruitment process we will be happy to help - please get in touch at