• Job Description

  Req#: C9365-25-0428?language=en&page=561&sort=publicationDateDesc

  Job summary

  We are looking for a dynamic individual to join our Oral Maxillofacial Surgery and Orthodontic Team, as a part-time 32.5 hours per week Receptionist. This role will be patient facing, dealing with patient appointments and queries. You will work closely with the Admin, Nursing and Clinical Team to ensure clinics run smoothly and efficiently, as well as booking further appointments with the patient prior to them leaving the department.

  Interview Date will be Thursday 12th June 2025

  Main duties of the job

  To provide a front of House reception service for patients attending for Oral Surgery and Orthodontic appointments. Reflecting the commitment of the Directorate to customer care and quality and ensuring that all visitors are greeted in a welcoming manner.

  To provide and take a proactive role in prioritising the delivery of an effective and efficient appointments / reception service for the Oral Surgery department and able to respond to the changing demands of the service ensuring high professional standards at all times.

  To work as a team member in implementing any improvements to the efficiency and quality of the service, and develop competencies in all areas, whilst also keeping up-to-date in their role and providing on-going support to colleagues.

  To work as part of a team to provide a comprehensive administrative and clerical service within Oral Surgery.

  To make (non-complex) appointments, book patients in at the reception, and liaise with staff in the department.

  About us

  Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

  Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

  The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

  Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

  We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

  Our objectives are simple:

  • Best services for local people
  • Best experience of care and best outcomes for our patients
  • Best use of resources
  • Best people

  Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

  We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

  Details

  Date posted

  23 May 2025

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £24,169 a year

  Contract

  Fixed term

  Duration

  9 months

  Working pattern

  Part-time

  Reference number

  C9365-25-0428

  Job locations

  Kidderminster General Hospital

  Bewdley Road

  Kidderminster

  Worcestershire

  DY11 6RJ

  
  

  Job description

  Job responsibilities

  Job Purpose:

  To provide a front of House reception service for patients attending for Oral Surgery and Orthodontic appointments. Reflecting the commitment of the Directorate to customer care and quality and ensuring that all visitors are greeted in a welcoming manner.

  To provide and take a proactive role in prioritising the delivery of an effective and efficient appointments / reception service for the Oral Surgery department and able to respond to the changing demands of the service ensuring high professional standards at all times.

  To work as a team member in implementing any improvements to the efficiency and quality of the service, and develop competencies in all areas, whilst also keeping up-to-date in their role and providing on-going support to colleagues.

  To work as part of a team to provide a comprehensive administrative and clerical service within Oral Surgery.

  To make (non-complex) appointments, book patients in at the reception, and liaise with staff in the department.

  Key Duties:

  Ensuring that the post is open and distributed promptly

  Ensuring that all referrals received are entered onto the patient system in a timely fashion prior to the appointment letter being sent.

  Ensuring that referrals that require vetting are vetted regularly so that appointments can be allotted.

  Dealing with telephone and reception queries from patients, staff and General Practitioners.

  Taking contact telephone numbers for SMS reminders from patients who attend and asking GP walk-in patients if they are happy to participate and amending PAS System with details of contact numbers

  Ensuring that the reception is staffed when required and informing the Management Team of any problems.

  Attend and contribute to staff meetings.

  Appointments:

  To make simple/non-complex appointments appropriate to their urgency/priority and to ensure Patients of the same clinical priority are seen in chronological order.

  To book and co-ordinate patient appointments for investigations and liaise with other departments for combined appointments, using the department computer system.

  To effectively liaise with other department managers and other multidisciplinary colleagues.

  Dealing with electronic orders that are for one stop clinics, making sure they are allocated the appropriate appointment date and time in readiness for the patient to attend.

  To ensure DNAs (nonattendances) notifications are sent to referrer promptly after checking patient data and ensuring appointment letter has correctly been sent to the patient. Ensuring that any urgent (or 2ww) patient is offered another appointment and when doing so to contact the patient by phone to establish if the appointment is still required.

  Change appointments if requested and ensuring the system is updated detailing reason for amendment and ensuring that any electronic or paper diaries are also updated.

  Ensure Appointment rooms are not overbooked except where there is prior agreement.

  General Responsibilities:

  To ensure all documents for reception/appointments office are completed in a timely and efficiently manner and filed accurately.

  To demonstrate a wide range of problem solving skills involving allocation and prioritising of work load.

  To promote excellent working relations in order to deliver a high quality service.

  Ensure that confidential waste is dealt with daily and appropriately.

  At all times adopt a flexible, positive and energetic approach to work so that the Services of the Department of Oral Surgery are promoted and sustained for the benefit of the referring clinician and patients.

  To be familiar with and adhere to Trust and departmental policies and operational procedures

  To keep up to date/trained with on new procedures and systems within the department and the Trust

  To cover the departments opening hours, lunch and tea breaks. To assist in out of hours work (if required) on a voluntary basis to ensure cover is provided. Offering cover to other sites as and when needed.

  In the event of equipment breakdown e.g. Office equipment. Notify the relevant technical support of the fault and ensure colleagues of such an event are updated. Should persistent breakdown Office Manager to be informed.

  To ensure a clean, tidy and safe environment in liaison with domestic services, and works and be responsible for the well-being of any personnel and visitors to the Department

  To keep patients informed of any expected waiting periods and delays to appointment times on arrival at reception.

  To participate in the departmental appraisal programme.

  To undertake other duties as and when required due to changing demands of the service / department as instructed by the Office Manager.

  Job description

  Job responsibilities

  Job Purpose:

  To provide a front of House reception service for patients attending for Oral Surgery and Orthodontic appointments. Reflecting the commitment of the Directorate to customer care and quality and ensuring that all visitors are greeted in a welcoming manner.

  To provide and take a proactive role in prioritising the delivery of an effective and efficient appointments / reception service for the Oral Surgery department and able to respond to the changing demands of the service ensuring high professional standards at all times.

  To work as a team member in implementing any improvements to the efficiency and quality of the service, and develop competencies in all areas, whilst also keeping up-to-date in their role and providing on-going support to colleagues.

  To work as part of a team to provide a comprehensive administrative and clerical service within Oral Surgery.

  To make (non-complex) appointments, book patients in at the reception, and liaise with staff in the department.

  Key Duties:

  Ensuring that the post is open and distributed promptly

  Ensuring that all referrals received are entered onto the patient system in a timely fashion prior to the appointment letter being sent.

  Ensuring that referrals that require vetting are vetted regularly so that appointments can be allotted.

  Dealing with telephone and reception queries from patients, staff and General Practitioners.

  Taking contact telephone numbers for SMS reminders from patients who attend and asking GP walk-in patients if they are happy to participate and amending PAS System with details of contact numbers

  Ensuring that the reception is staffed when required and informing the Management Team of any problems.

  Attend and contribute to staff meetings.

  Appointments:

  To make simple/non-complex appointments appropriate to their urgency/priority and to ensure Patients of the same clinical priority are seen in chronological order.

  To book and co-ordinate patient appointments for investigations and liaise with other departments for combined appointments, using the department computer system.

  To effectively liaise with other department managers and other multidisciplinary colleagues.

  Dealing with electronic orders that are for one stop clinics, making sure they are allocated the appropriate appointment date and time in readiness for the patient to attend.

  To ensure DNAs (nonattendances) notifications are sent to referrer promptly after checking patient data and ensuring appointment letter has correctly been sent to the patient. Ensuring that any urgent (or 2ww) patient is offered another appointment and when doing so to contact the patient by phone to establish if the appointment is still required.

  Change appointments if requested and ensuring the system is updated detailing reason for amendment and ensuring that any electronic or paper diaries are also updated.

  Ensure Appointment rooms are not overbooked except where there is prior agreement.

  General Responsibilities:

  To ensure all documents for reception/appointments office are completed in a timely and efficiently manner and filed accurately.

  To demonstrate a wide range of problem solving skills involving allocation and prioritising of work load.

  To promote excellent working relations in order to deliver a high quality service.

  Ensure that confidential waste is dealt with daily and appropriately.

  At all times adopt a flexible, positive and energetic approach to work so that the Services of the Department of Oral Surgery are promoted and sustained for the benefit of the referring clinician and patients.

  To be familiar with and adhere to Trust and departmental policies and operational procedures

  To keep up to date/trained with on new procedures and systems within the department and the Trust

  To cover the departments opening hours, lunch and tea breaks. To assist in out of hours work (if required) on a voluntary basis to ensure cover is provided. Offering cover to other sites as and when needed.

  In the event of equipment breakdown e.g. Office equipment. Notify the relevant technical support of the fault and ensure colleagues of such an event are updated. Should persistent breakdown Office Manager to be informed.

  To ensure a clean, tidy and safe environment in liaison with domestic services, and works and be responsible for the well-being of any personnel and visitors to the Department

  To keep patients informed of any expected waiting periods and delays to appointment times on arrival at reception.

  To participate in the departmental appraisal programme.

  To undertake other duties as and when required due to changing demands of the service / department as instructed by the Office Manager.

  Person Specification

  Qualifications

  Essential

  • Educated to GCSE or equivalent in English and Maths

  Desirable

  • NVQ level 2 in Customer care

  Knowledge and Skills

  Essential

  • Establish and maintain communication with others on routine, daily and operational matters
  • Good Computer Skills
  • Practical, resourceful and well-organised
  • Able to develop and maintain effective working relationships with colleagues at all levels, ensuring tact and diplomacy at all times
  • Ability to record accurate messages, ensuring they are passed on appropriately
  • Able to check own work
  • Working knowledge of Microsoft Office
  • Good telephone skills
  • Excellent verbal and written communication skills

  Desirable

  • Has knowledge of Trust electronic systems, such as CLIP, PAS and Bluespier

  Experience

  Essential

  • Excellent PC literacy including knowledge of all Windows packages
  • Experience working in a busy Customer focused office clinic environment
  • An effective and supportive team player.
  • Ability to prioritise and organise a changing workload and work systematically towards deadlines
  • Able to deal with difficult people and to cope with confidential and sensitive information in a professional manner.

  Desirable

  • Experience working in a busy NHS clinic environment

  Personal Qualities

  Essential

  • Flexible attitude to department duties
  • High self-motivation
  • Pleasant, cheerful manner
  • Ability to work under pressure
  • Able to work in demanding conditions where there is a high volume of activity
  • Smart appearance
  • Excellent organisational skills together with the ability to pay attention to detail to achieve accuracy
  • Excellent communication skills, with the ability to (i) relate to a diverse group of professional staff and public (ii) communicate both in writing and orally/on the phone
  • Excellent time keeping

  Person Specification

  Qualifications

  Essential

  • Educated to GCSE or equivalent in English and Maths

  Desirable

  • NVQ level 2 in Customer care

  Knowledge and Skills

  Essential

  • Establish and maintain communication with others on routine, daily and operational matters
  • Good Computer Skills
  • Practical, resourceful and well-organised
  • Able to develop and maintain effective working relationships with colleagues at all levels, ensuring tact and diplomacy at all times
  • Ability to record accurate messages, ensuring they are passed on appropriately
  • Able to check own work
  • Working knowledge of Microsoft Office
  • Good telephone skills
  • Excellent verbal and written communication skills

  Desirable

  • Has knowledge of Trust electronic systems, such as CLIP, PAS and Bluespier

  Experience

  Essential

  • Excellent PC literacy including knowledge of all Windows packages
  • Experience working in a busy Customer focused office clinic environment
  • An effective and supportive team player.
  • Ability to prioritise and organise a changing workload and work systematically towards deadlines
  • Able to deal with difficult people and to cope with confidential and sensitive information in a professional manner.

  Desirable

  • Experience working in a busy NHS clinic environment

  Personal Qualities

  Essential

  • Flexible attitude to department duties
  • High self-motivation
  • Pleasant, cheerful manner
  • Ability to work under pressure
  • Able to work in demanding conditions where there is a high volume of activity
  • Smart appearance
  • Excellent organisational skills together with the ability to pay attention to detail to achieve accuracy
  • Excellent communication skills, with the ability to (i) relate to a diverse group of professional staff and public (ii) communicate both in writing and orally/on the phone
  • Excellent time keeping

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  Worcestershire Acute Hospitals NHS Trust

  Address

  Kidderminster General Hospital

  Bewdley Road

  Kidderminster

  Worcestershire

  DY11 6RJ

  
  

  Employer's website

  https://www.worcsacute.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Worcestershire Acute Hospitals NHS Trust

  Address

  Kidderminster General Hospital

  Bewdley Road

  Kidderminster

  Worcestershire

  DY11 6RJ

  
  

  Employer's website

  https://www.worcsacute.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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