Job summary
- Main area
- Outpatient Administrator/Receptionist
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 367-ACMS-10094
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Civic offices, Elstree Way, Borehamwood, WD6 1WA
- Town
- Borehamwood
- Salary
- £26,240 - £27,928 per annum, pro rata (Inclusive of 5% HCAS)
- Salary period
- Yearly
- Closing
- 12/04/2026 23:59
Employer heading
Outpatient Administrator/Reception
Band 3
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
Job overview
Whilst we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.
An opportunity has arisen for a full-time Outpatient Administrator to join the Trust's Community Mental Health Services Team, based at Civic Offices in Borehamwood, Hertfordshire.
The successful candidate will contribute to the provision of a comprehensive, efficient and effective administrative service. To work alongside the current admin team, dealing with service users and visitors to HPFT. To provide support to the team leaders and clinical staff with day to day administration tasks, including, appointment diary administration, room bookings and on-going database management, using the Trust's systems.
The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.
Applicants must demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential. This is a very busy and varied role, responsible for all aspects of administration/reception and will involve daily face to face service user contact, so good interpersonal skills are required.
Please read the Job Description & Persons Specification
Main duties of the job
To work as part of a Team and to be responsible for the administration of outpatient clinics, liaising with doctors, service users and professional staff on an ongoing basis. Duties include responsibility for managing outpatient appointments on the Electronic Patient Records (Paris); Inputting all relevant clinical data: registering of patient details and continuous updating of patient records, and liaising closely with the team secretaries;
Unfortunately, due to Home Office regulations, this role is not eligible for sponsorship.
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
About us - Hertfordshire NHS Partnership Trust
Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...https://www.hertsnhsgreattogether.co.uk/
Detailed job description and main responsibilities
- Responsible for the smooth running of the outpatient clinics, providing support to clinicians holding clinics.
- To ensure accurate data registered on EPR (Paris); to produce data for audits when asked to do so.
- Responsible for ensuring that all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trust’s corporate image
- Responsible for the management of a web-based Room Bookings system;
- To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
- Diary management for and during outpatient clinics
- answer all incoming calls and dealing with queries appropriately.
- Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
- To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
- To update skills and attend the necessary mandatory training.
- To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
Person specification
Education/Qualification
Essential criteria
- Good level of education/GCSE incl. English Language/ Numeracy
- ECDL or equivalent.
- NVQ II/RSA II
Desirable criteria
- Courses relevant to the post
Skills & Knowledge
Essential criteria
- Knowledge of office procedures, Good language skills;
- Proficiency in the use of Outlook, Word & Excel/knowledge of EPR Systems;
- Evidence of good organisational skills; prioritising a workload, particularly under pressureithin agreed guidelines
- Excellent communication skills:: Customer focused/Reception based.
- Evidence of exercising initiative, tact and judgement/ Decision making.
- Appreciation of confidentiality/Confidentiality Act
- Evidence of Team work/Team tasks undertaken.
- Knowledge of the Trust Values and behaviours, Kind, Welcoming, Positive, Respectful and Professional
Skills
Essential criteria
- Good English language/written skills
- Evidence of Customer Service/Reception skills
- Evidence of Customer Service/Reception skills
- Keyboard skills/Additional skills appropriate to the post
Communication Skills
Essential criteria
- Evidence of effective communication under pressure
- Ability to deal with challenging behaviour/barriers to communication
- Additional communication skills appropriate to the post
Employer certification / accreditation badges
Applicant requirements
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Rebecca Vukovich
- Job title
- Operational Team Leader
- Telephone number
- 07855470990
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