Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Part time - 24 hours per week
- Job ref
- 203-EL1064
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £24,465 Per annum/pro rata
- Salary period
- Yearly
- Closing
- 26/03/2026 23:59
Employer heading
Ophthalmology Receptionist
Band 2
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Disclosure and Barring Service (DBS) Checks
Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Visa Sponsorship
The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.
Job overview
We are looking for a pro-active, motivated, enthusiastic individual who enjoys working in a challenging and busy environment, within the Ophthalmology Department at South Warwickshire University NHS Foundation Trust.
The successful candidate would ideally have experience of working in the NHS, although it is not essential. Applicants should be well organised with excellent communicational skills, able to work well under pressure, with a good telephone manner and be a key team player. Computer literacy are desired although full training will be given.
We are pleased to be able to offer this exciting opportunity to play a vital role in delivering an excellent service to our patients and we cannot wait to have you working in our friendly team.
The post is part time 15 hours a week. The successful candidate will be required to work at Warwick and Stratford upon Avon Eye Unit.
Main duties of the job
To be responsible for providing confidential, accurate and efficient clerical
and administrative support for the Ophthalmology service.
To undertake all reception duties including face to face communication with
patients and visitors, management of appointments and filing records for the
department.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
DUTIES AND RESPONSIBILITY
Responsible for organising and maintaining the electronic appointments
system for the Ophthalmology service.
To manage, negotiate, arrange and amend appointments and clinics,
working to agreed protocols. This will include dealing with enquiries from
patients, ophthalmology staff, other health care professionals and visitors on a daily basis.
To update patient records within the Ophthalmology department to maintain the smooth running of the department and treatment of patients.
To open and distribute department post, prioritising anything that requires
urgent attention and ensure relevant documentation is acted on promptly
and appropriately.
To receive and sign for items delivered to the department and ensure their
appropriate distribution.
To be responsible for the wellbeing of patients within the reception area;
alerting ophthalmology / senior staff to any changes on patients health
status and attitude.
To provide induction training on the day-to-day processes of the reception
area to new staff. To provide continuous support and advice to less
experienced members of the administrative staff.
Maintain patient confidentiality at all times in accordance with the data
protection act.
To support the administration teams in registration of referrals onto the
Trust’s appointment system.
INFORMATION AND DATA USE
Authorised to use the Trust’s appointment system to view and retrieve
patient information, on behalf of the ophthalmology staff, as requested.
To enter relevant information, in an accurate and timely manner, onto the
Trust’s appointment system, including appointment details, 18 week
outcome information, patient demographics, etc.
COMMUNICATION
To be the first point of contact for patients and visitors to the department, at all times being professional, courteous and ensuring tact and sensitivity,
particularly to barriers in understanding, e.g. language difficulties, stress,
fear, pain.
To be the first point of contact for complaints within the department,
negotiating with patients / visitors displaying challenging behaviour. Liaising with senior department staff to provide an effective and timely solution in line with trust policy.
To liaise with all service users (NHS staff, Doctors, Patients, Relatives and
Carers etc), politely, concisely and in a helpful and professional manner at
all times.
To provide non-clinical advice / information regarding appointments or
procedures to patients, visitors and other members of hospital staff, as
required.
Person specification
Qualifications
Essential criteria
- Education to secondary school standard
- GCSE or equivalent in Maths and English at grade C or above
- ECDL qualification (or working towards), or equivalent experience
Experience
Essential criteria
- Experience of reception duties
- Minimum of 2 years’ experience working with the public
- Minimum of 2 years’ experience of working as part of a Team
Desirable criteria
- Experience in Healthcare environment
Skills
Essential criteria
- Competent IT skills
- Ability to comprehend and work within the Trust Policies of Data Protection, Equal Opportunities and Health and Safety
- Ability to cope working in a stressful environment and with emotional or aggressive patients and carers
- Excellent command of the English language
- Excellent written, verbal and nonverbal communication skills
- Good negotiating skills
- Ability to multi task
- Excellent telephone manner
Desirable criteria
- Knowledge of a computerised booking / appointment system
- Understanding of therapy role and terminology
Personal Qualities
Essential criteria
- Organised and able to prioritise
- Flexible and reliable
- Able to work effectively under pressure and frequently difficult / distressing circumstances.
- Able to work on their own but also as part of a team
- Empathetic
- Good problem solving skills
Other Job Requirements
Essential criteria
- Passes occupational health and CRB clearance
- Able to travel to other locations
- Ability to work within call-centre conditions with constant interruptions
- Flexible approach with ability to work flexibly between hours of 7.30am to 6.00pm
Desirable criteria
- Car driver
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.
Documents to download
Further details / informal visits contact
- Name
- Toni Williamson
- Job title
- Deputy Service Manager
- Email address
- [email protected]
- Telephone number
- 07557484747
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