Outpatient receptionist x2 post | The Royal Wolverhampton NHS Trust

About the role

You will use your initiative and work with minimum supervision to attend two busy outpatient reception windows, delivering a meet and greet service for inpatients and outpatients in cardiac investigations.

Key responsibilities

• Ensure clinics are fully booked and handle electronic referrals, generate appointments and appointment letters.
• Maintain the waiting time standards in partnership with the Cardiac Investigations Manager and Business Manager.
• Scan clinic results into the portal, collate referrals and patient notes, process incoming and outgoing mail, update Careflow and ensure clinics are cashed up.
• Supervise new starters or staff covering the department and act in the absence of the Senior Administrative Assistant to deliver reception, appointments and clinic prep workload.
• Provide an efficient, timely and welcoming reception service for outpatients and inpatients while maintaining confidentiality.
• Undertake filing and other administrative tasks as required.
• Accurately enter and update patient attendance data, demographics and related information in Careflow.
• Resolve informal complaints or concerns raised by patients at the desk or by phone.
• Deliver correspondence to various departments, ensuring post (results, appointment letters) is delivered timely in accordance with Information Governance and confidentiality procedures.
• Arrange patient transfers (e.g., taxis, porters) as needed.
• Respond to incoming calls and proactively handle bleep responses for doctors and technicians while in clinic.
• Work with wards and departments to provide results for urgent inpatient requests, supporting same‑day discharge decisions and urgent treatment.
• Participate in the appraisal system and attend training courses as required by the Line Manager or Business Manager.
• Maintain health and safety legislation regarding working practices.
• Inform the Private Patient Coordinator promptly about PP patients attending clinic.
• Handle all incoming referrals via post and electronic systems to ensure timely booking, meeting waiting time standards.
• Organise and book interpreters when requested by patients attending diagnostic outpatient appointments.
• Ensure adequate security of patient information in the reception area.
• Ensure patient satisfaction surveys are handed out to patients attending clinic.
• Collect completed forms for return to clinical coding.
• Manage and maintain the reception and waiting areas, ensuring clinical leaflets are available and health and safety standards are met.
• Support the implementation of changes to administrative policies and operational practice.
• Escalate clinically urgent matters to the relevant technician in a timely manner.
• Print clinic lists for technicians daily to ensure clinics run effectively.
• Sign for or accept deliveries for the building and pass parcels in a timely manner.
• Collect and collate activity/statistical information, such as number of patients attending specific clinics, as requested by the Cardiac Investigation Manager or Business Manager.

This advert closes on Wednesday 29 Apr 2026.

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