Receptionist, Outpatients Department

UHCW; Coventry; On-site; GBP 23,000 - 28,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust in Coventry is seeking a friendly receptionist to join the Outpatients team. You will be the first point of contact for patients and visitors, handling enquiries with calm professionalism and upholding the Trust's values.

The role covers administrative tasks in a busy clinic environment, data entry, appointment scheduling, and coordinating with clinical staff.

Qualifications

• NVQ 2 or working towards NVQ 2.
• Experience in busy admin environment.
• Customer-facing experience.

Responsibilities

• Welcome visitors and provide the first point of contact professionally.
• Maintain computerised information systems with accurate data.
• Record attendances and update patient information as needed.
• Coordinate with the team to prioritise referrals and appointments.

Skills

Clear communication

Keyboard skills

Attention to detail

Prioritise and organise workload

Empathy and understanding

Education

NVQ Level 2 in Business/Admin

Tools

Microsoft Word

Microsoft Excel

Data entry systems

Job description

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,272 per annum Salary period Yearly Closing 27/11/2026 23:59 Interview date 10/12/2026

Job overview

We are seeking an enthusiastic and positive individual to join our team of receptionists within Outpatients at University Hospital. As the first face many patients will see when they enter our hospital we are looking for candidates that are calm under pressure and can communicate well with patients and relatives, demonstrating our UHCW values and setting the standard for further patient experience.

This is a challenging but rewarding role and we will support starters with all the education and training required in the systems we use.

The department supports the trusts vision of an 0800 - 2000, 7 days a week service.

Successful applicants will be required to provide an immunisation and vaccination report, from either their current UK occupational health provider or their UK GP.

Main duties of the job

To provide comprehensive and confidential administrative and clerical activities to meet the needs of the reception in accordance with departmental and Trust guidelines, policies or procedures. To effectively communicate related information and advice regarding the reception in order to enable the multi-disciplinary team to achieve operational excellence.

Working for our organisation

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Detailed job description and main responsibilities

• Welcome, receive and greet all visitors to the area, providing the first point of direct contact for all service users, resolving routine enquiries and complaints professionally in accordance with local standards and procedures, and referring other queries to relevant colleagues where appropriate.
• Collate information generated by others in order to maintain computerised information systems, ensuring that data is accurately recorded and updated as required. Provide accurate data as requested by other members of the multi-disciplinary team.
• Keep up-to-date and accurate accounts on computer system of all attendances making any alterations necessary, e.g. Changes of patient's name and address, etc.
• Track notes in and out of the department on computer system.
• Implement and maintain manual and electronic information and filing systems.
• Booking ambulance patients in and back out through the Patient Transport Services.
• Booking interpreters required for future appointments through the Language Line service.
• Liaise with internal and external areas to ensure that all health records, referrals and relevant documentation are available and prepared for clinic, to enable all planned patient appointments to take place.
• Distribute referrals to appropriate consultant for prioritisation; facilitate the booking process in accordance with local and national targets. To notify patients of their appointments and reschedule as required.
• Undertake any other tasks relevant to the post as required in accordance with the grade and nature of the post.
• Support new team members by demonstrating and explaining routine dept practices and procedures.
• Provide appropriate cover in the absence of other members of the team.

For further details of the role please see the attached job description.

Qualifications

• Basic numeracy and literacy qualifications NVQ 2 or willing to work towards NVQ 2

Experience

• Experience of working in a busy administration environment Experience in a customer facing role

Knowledge

• Knowledge of Microsoft Office packages e.g. Word, Excel

Skills

• Ability to communicate clearly, both written and verbally Keyboard skills RSA level 2 or equivalent Accuracy - pays attention to detail Ability to prioritise and organise own workload Ability to empathise and comprehend different levels of understanding
• Ability to track information

Commitment to Trust Values and Behaviours

• Evidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. For posts with managerial responsibility only Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust's Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.

Before applying, we encourage you to review the Trust's Values and Behaviours which can be accessed on the right side of this page under the job description.

The Supporting Information Section in your application should therefore reflect your understanding of the Trust's Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we'll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

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.