Kent Receptionist & Administrator
Location
Kent (various clinic locations as required), including:
- Borough Green
- Fleet
- Rochester
- Rainham
Hours Of Work
This job is being offered on a bank contract
You agree to be available for work should Medical Clinics Ltd offer you work. However, Medical Clinics Ltd has no obligation to offer you work at any time, and you have no obligation to accept work at any time. You are not entitled to a minimum number of hours under this contract.
Job Purpose
To provide a professional, efficient and patient-focused reception and administrative service across Sussex Community Dermatology Service (SCDS) and Kent Integrated Dermatology Services (KIDS). The post holder will act as the first point of contact for patients and visitors, supporting the smooth running of clinics while maintaining high standards of customer service, administration and patient care.
The role will support clinicians, nurses and operational teams by ensuring accurate patient administration, appointment management and reception services, whilst maintaining the professional standards and reputation of the organisation.
About the Service
Sussex Community Dermatology Service (SCDS) and Kent Integrated Dermatology Services (KIDS) provide specialist community dermatology services across Sussex, Surrey and Kent.
The multidisciplinary team includes Consultant Dermatologists, GPs with Special Interests (GPwSIs), Registered Nurses, Healthcare Assistants, Administrators, Managers and Business Support staff. The service operates a patient-centred model, aiming to diagnose and treat patients efficiently while reducing unnecessary follow-up appointments.
Clinical services include:
- General Dermatology Clinics
- Minor Operations and Day Surgery
- Patch Testing
- Photodynamic Therapy
- Phototherapy
- Specialist Skin Treatment Services
We place patient wellbeing at the centre of everything we do and strive to deliver high-quality, accessible and compassionate care.
Key Duties and Responsibilities
Reception Duties
- Act as the first point of contact for patients, visitors and external stakeholders.
- Welcome and register patients in a friendly, professional and courteous manner.
- Ensure all patient details are recorded accurately and in a timely manner.
- Answer telephone calls and respond to verbal, written and email enquiries professionally.
- Manage reception areas to ensure a welcoming, clean and organised environment.
- Support the smooth daily operation of reception services across clinic sites.
- Manage patient flow effectively throughout clinic sessions.
Appointment and Patient Administration
- Schedule, amend and cancel appointments as required.
- Ensure patients receive all relevant appointment information and confirmations.
- Liaise with new and existing patients regarding appointments, treatments and clinic services.
- Maintain accurate patient records within relevant patient management systems.
- Record and update patient pathway activity and clinic outcomes as required.
- Maintain clear records of patient communications and enquiries.
- Ensure all required pre-appointment information is captured and recorded.
Clinic Support
- Provide administrative support during clinic sessions.
- Prepare consulting rooms and clinic resources prior to clinic commencement, including clinic lists, stationery and equipment requirements.
- Support clinicians and nursing staff with administrative tasks associated with patient care.
- Assist with the efficient running of clinics to minimise delays and maintain patient satisfaction.
Financial Administration
- Raise invoices and process patient payments accurately.
- Take payments in person and over the telephone where required.
- Ensure payment records are accurately entered into patient management systems.
- Liaise with insurers regarding patient treatments and funding arrangements when necessary.
- Maintain accurate financial records in accordance with organisational procedures.
General Administrative Duties
- Respond to enquiries regarding services provided by the organisation.
- Distribute and collect patient satisfaction surveys where required.
- Undertake filing, scanning, photocopying and document management tasks.
- Support wider administrative functions as directed by management.
- Assist with service improvement initiatives and operational projects when required.
- Cover additional clerical and administrative duties to support business needs across Sussex, Surrey and Kent locations.
Training and Development
- Take responsibility for personal development and mandatory training requirements.
- Participate in team meetings, training sessions and service development activities.
- Maintain knowledge of relevant organisational policies and procedures.
Key Skills, Knowledge and Experience
Essential
- Previous customer service, reception or administrative experience.
- Excellent verbal and written communication skills.
- Strong interpersonal skills with the ability to interact sensitively with patients and their families.
- Good organisational skills with the ability to prioritise and manage multiple tasks.
- Strong attention to detail and accuracy.
- Good working knowledge of Microsoft Office applications, including Outlook and Word.
- Ability to work independently and as part of a team.
- Professional, flexible and reliable approach to work.
- Excellent time management skills.
Desirable
- Previous experience within a healthcare or NHS environment.
- Experience using patient management or clinical administration systems.
- Knowledge of medical terminology or healthcare pathways.
- Experience handling financial transactions and invoicing.
Confidentiality and Data Protection
All post holders must maintain confidentiality regarding patients, staff and organisational information at all times. Information must only be accessed, processed and disclosed in accordance with organisational policies, UK data protection legislation and information governance requirements.
Failure to maintain confidentiality may result in disciplinary action.
Information Governance
All staff are responsible for complying with statutory and organisational information governance requirements. Personal information relating to patients, staff and stakeholders must be stored, processed and shared securely and appropriately.
Health and Safety
All employees are responsible for complying with the Health and Safety at Work Act and organisational policies to maintain a safe environment for patients, visitors and colleagues.
Other Duties
This job description reflects the current requirements of the role. Duties may be amended from time to time in line with service developments and organisational needs across Sussex, Surrey and Kent.
This version creates a single regional role profile that covers:
- Sussex, Surrey and Kent
- Reception duties
- Administrative responsibilities
- Appointment scheduling
- Financial/payment processing
- Clinic support
- Cross-site flexibility
Pay: £12.80 per hour
Work Location: In person
