Administrator (Bank, 0 Hours contract) - Healthcare

Overview

Location: On site / Weybridge, UK
Job type: Casual / Full or part-time
Sector and subsector: Medical & Healthcare Administration
Salary: Negotiable salary

Please note: This is a Bank position, 0 hours contract to cover sickness and annual leave of our permanent staff.

Role Purpose

This position plays a critical role in a front of house setting ensuring a customer focused approach, supporting and maintaining processes and systems to support the reception and administrative function. The role holder will participate in the day-to-day reception/administrative functions, delivering the service in a friendly, keen, professional manner. You will demonstrate proficient communication in English, in a diverse multi-cultural environment. You will be a proactive lead who will contribute to the success of the business objectives in a high-quality setting.

Responsibilities

• Admin Management: Oversee the daily operations of reception to ensure smooth running of services.
• Review diaries daily and ensure clinicians are aware of any available slots with a view to fill the gaps.
• Manage scheduling for clinicians and admin staff to optimize productivity and patient flow.
• Maintain a safe, clean, and organized working environment in line with health and safety standards.
• Ensure the practice has the necessary medical supplies, equipment, and IT systems in place for efficient functioning.
• Ensure the admin team provides a high-quality patient experience by maintaining excellent service standards.
• Advocate for and demonstrate high standards of customer care and create a positive and proactive approach to customer service.

Compliance and Regulations

• Ensure the administrative staff comply with all relevant healthcare regulations, including CQC (Care Quality Commission) standards, if applicable.
• Ensure patient data is managed in compliance with GDPR and other applicable data protection laws.
• Ensure administrative staff follow appropriate procedures to ensure a safe working environment.
• Assist in regulatory audits.

Strategic Planning and Development

• Work with the Centre Manager to develop and implement strategic plans, focusing on growth and sustainability.
• Identify opportunities to expand services, improve efficiency, and enhance the quality of care.
• Regularly review and report on performance, identifying areas for improvement.
• Maintain and develop relationships at all levels within the team, with colleagues and referrers.
• Staff would need to be available to work Saturdays (minimum once per month) and be on call on Sundays (once a month) and available to work if we open longer in the future.

Person Specification

Qualifications & Education

• Good standard of general education, including English language proficiency suitable for a front-of-house, patient-facing role

Experience

• Previous experience working in a reception, administrative, or front-of-house role
• Experience providing high-quality customer service in a professional environment
• Experience managing diaries, scheduling, or coordinating appointments
• Experience working in a fast-paced environment with competing priorities
• Experience supporting or supervising administrative processes or teams
• Excellent verbal and written communication skills, with the ability to communicate confidently in a multicultural environment
• Strong organisational and time-management skills with attention to detail
• Ability to manage and prioritise workloads to ensure smooth day-to-day operations
• Proactive, solution-focused approach with the ability to identify and resolve issues
• High level of customer care skills with a patient-centred mindset
• Competent IT skills, including use of administrative systems, scheduling software, and Microsoft Office
• Ability to maintain confidentiality and handle sensitive information appropriately

Knowledge

• Understanding of data protection principles and confidentiality (GDPR)
• Awareness of health and safety requirements in a workplace environment
• Understanding of safeguarding responsibilities and professional boundaries

Personal Attributes

• Professional, friendly, and approachable manner
• Reliable, flexible, and able to work independently as well as part of a team
• Demonstrates initiative and leadership qualities
• Committed to maintaining high standards and continuous improvement

Experience

• Experience working in a healthcare, clinical, or regulated environment
• Experience managing or supervising administrative staff
• Experience supporting recruitment, onboarding, or staff training
• Experience assisting with audits, inspections, or compliance reviews

Knowledge

• Knowledge of CQC standards and healthcare regulatory requirements
• Familiarity with clinical or healthcare IT systems
• Understanding of healthcare operations, patient pathways, or medical services

Additional Skills

• Ability to build and maintain effective working relationships with clinicians, managers, and external referrers