Receptionist / Admin Support - Therapy Services

Receptionist / Admin Support - Therapy Services NHS AfC: Band 2 Main area Administrative support Grade NHS AfC: Band 2 Contract Permanent Hours Part time - 30 hours per week (Mon 12:00-17:00, Tue 07:45-16:00, Thu 09:00-18:00, Fri 07:45-17:00. Wednesdays off.) Job ref 8197-OOH-B

Site Therapy Services, George Eliot Hospital Town Nuneaton Salary £25,272 per annum pro rata Salary period Yearly Closing 13/11/:59

George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women's, children's, diagnostic and therapeutic services to a population of more than 350,000 people.

The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.

Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join.

Don't meet every single requirement? Studies have shown that women and people of colour aren't as likely to apply unless they meet every qualification of non specialist roles.

We're dedicated to building a diverse, inclusive workplace, so if you're excited about this role and meet our values, but your experience doesn't align perfectly with everything in the Job Description or Person Specification- apply anyway or email the Recruiting Manager to discuss the role further.

We are proud to support the Armed Forces community. We are a Veteran Aware and Reservist Friendly organisation and welcome applications from Veterans, Reservists, Cadet Instructors, and family members of serving personnel.

Job overview PLEASE NOTE: This role is not eligible for current or future visa sponsorship

Receptionist / Admin Support - Therapy Services

30 hours per week (Shift Pattern below)

Permanent

Closing Date: Friday 13th November 2026

Interview Date: TBC

This post may close early due to high numbers of applications, so you are advised to apply promptly.

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

We welcome applications from the Armed Forces Community - get in touch to find out more

Shift Pattern:

• Monday: 07:45am - 16:00pm
• Tuesday: 12:30pm - 17:30pm
• Wednesday: Day off
• Thursday: 09:00am - 18:00pm
• Friday: 07:45am - 17:00pm

Main duties of the job What you will be doing

• Welcoming patients and visitors, checking them in.
• Booking, changing and cancelling physiotherapy and occupational therapy appointments by phone, face to face and letter.
• Filling gaps in clinics so patients are seen sooner, and letting therapists know about late or unexpected arrivals.
• Allocating new referrals and keeping patient records accurate and confidential.
• Arranging patient transport and porters, and liaising with the ambulance service.
• Answering calls and emails, taking clear messages, and handling post, scanning and filing.
• Checking each day's clinic lists, and opening or closing the department depending on your shift.

What we are looking for

• Experience of reception work, booking appointments or customer service.
• Confidence using a computer, phone and email, with accurate data entry.
• A calm, friendly and professional manner, including when the office is busy.
• Functional Skills Level 1 in English and maths, GCSE English and maths (A-D / 3-9), or equivalent.

Experience of the NHS or the Lorenzo system is a bonus, not a requirement. In your application, please show how you meet each point in the person specification.

Working for our organisation Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:

Effective Open Communication

xcellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

• On-site nursery
• 27 days minimum annual leave plus bank holidays
• cycle to work scheme
• flexible working
• in house training and development
• buying and selling of annual leave
• subsidised restaurant
• tranquillity garden
• generous subsidised on-site parking

Detailed job description and main responsibilities To efficiently undertake basic administration and reception duties including:

• Provide a high-class reception service to all users of Therapy Services
• Provide general office and administration support to Therapy Services (the clinical staff, Managers and Clinical Assistants).
• Using the hospital computer system, make appointments for Therapy staff. This will involve having knowledge of the grade and speciality of the available therapists, and the locations where treatment is available, i.e. hospital or outreach clinics/surgeries. Appointments will be made by telephone, face to face or by letter, and involves understanding of the type of booking in line with hospital policy. Patient's personal details should be registered or altered on the system as necessary. Computer generated appointment letters are printed off on a daily basis and put into the post.
• To allocate all new referrals received by post or electronically to the appropriate place, based on the diagnosis written on the referral
• To ensure that all vacant appointment spaces are filled, contacting patients by telephone to fill gaps as necessary
• To send out letters to GP referred patients containing appointments
• To re-arrange or cancel appointments as required by telephone or letter, sometimes at short notice, due to therapist absence
• Photocopy, print and scan documents as requested to a high standard.
• Deal with incoming and outgoing post and carry out filing.
• Receive visitors to the department in a professional and courteous manner.
• Assist visitors by providing information and responding to routine queries.
• Make and receive telephone calls in a professional and courteous manner.
• Communicate with departments or individual staff members by telephone, email or in person, answering queries relevant to Therapy Services.
• Take clear, accurate messages and ensure these are passed on to the appropriate person.
• On a daily basis, to sort all post arriving for Physiotherapy, Occupational Therapy (OT) and Speech and Language Therapy (SALT), and distribute it to the appropriate place/person.
• To open and date-stamp general un-named physiotherapy post and distribute it as appropriate.
• Support the Therapy team to maintain accurate, timely and legible records.
• To check each printed clinic list against the computer each day, for any last-minute amendments affecting the following day. Amended lists to be given to each Therapist as well as for Reception.
• To ensure all patients are accounted for on the system for each clinic at the end of the day, obtaining outcome information from the therapists if this has not been provided.
• To greet and check in patients against the appropriate clinic list on arrival.
• To monitor the safety, comfort and security of patients/visitors in the waiting room, and to bring any concerns to the attention of a Senior Therapist.
• To arrange a drink and/or sandwich for ambulance patients having delayed return home, in accordance with departmental policy, and if necessary, arrange for them to be collected from another area.
• To inform the therapist if a patient arrives late or on the wrong day for an appointment, and to rearrange if necessary.
• To arrange ambulance transport for patients at the discretion of the therapist. This is an online booking system. Liaise with the Ambulance Service by telephone with regard to late arrivals or departures.
• To contact a therapist or therapy assistant when a patient presents in the department for a walking aid, or if a patient in the waiting room requires other assistance i.e. to use the toilet.
• To arrange for a porter to collect or return patients to other departments.
• At the request of the therapists, to contact other departments, e.g. Estates Department, IT, to report faults/defects, hospital call centre to expedite patient consultant appointments.
• At the request of the therapists, to obtain patients medical notes by tracking them in and out on the computerised system.
• To ensure that the reception area is kept tidy and stationery/paperwork is replenished from the store or by photocopying as necessary.
• Depending on start and finish times, to collect the department keys and open up the department or close up the reception area at the end of the day and ensure all departmental computers are switched off. As necessary to secure the department by closing all windows and inside doors . click apply for full job details