Worcestershire Acute Hospitals NHS Trust

Receptionist Ophthalmology

The closing date is 21 January 2026

Job summary

**This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust**

Join our Ophthalmology team and play a vital role in delivering outstanding patient care. This is a fast-paced, people-focused role at the heart of a busy outpatient service, where no two days are the same. You will be the welcoming face of the department, supporting patients from arrival to follow-up, while working closely with clinical and administrative colleagues to ensure clinics run smoothly and efficiently.

Main duties of the job

The post holder will assist in the day to day running of the Ophthalmology Department. Their responsibilities will be varied but will include reception duties, completion of appointment outcomes, preparation of patient case note packs for emergency, and waiting list initiative clinics, adding patients to appropriate follow up waiting lists, data validation of follow up waiting lists, booking outpatient follow up appointments in line with clinical instruction, answering the telephone and other clerical duties as required.

About us

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 more than 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. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

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.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Date posted

07 January 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9365-26-0009

Job locations

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY116RJ

Job description

Job responsibilities

Key and General Duties:

To use the Patient Administration System Allscripts PAS to check and update patient demographics and book patients into an outpatient clinic on arrival and to input outcomes accurately.

To make follow up outpatient appointment or discharge patients on departure.

To be responsible for monitoring outpatient waiting lists and housekeeping of outpatient waiting lists.

Booking timely follow up appointment from waiting lists ensuring escalation to manager and clinicians if booking issues occur due to capacity.

To respond to patient telephone or face to face complaints in the first instance seeking support and advice from the team leaders or nurses as appropriate.

To ensure that the nursing staff are aware of arrivals for clinics either by telephone, PAS system and CLIP or OpenEyes.

Ensure patient case note packs are available for each patient as appropriate.

Using the information on the clinic outcome form or agreed protocols ensure that the outcome of the clinic attendance is recorded accurately and immediately on PAS.

To ensure that routine enquiries from patients about their appointments including those responses to SMS service such as postponing cancelling or rearranging are all dealt with professionally and are actioned promptly in line with booking rules.

To ensure that ambulance control and the porters are informed of any patients awaiting transport or transfer and advise patients of how to book transport for their next visit.

To ensure that any unregistered new patients are correctly registered on the PAS system.

To ensure that an up-to-date clinic list is available for the clinical staff if required.

Liaise with clinical staff in outpatient clinics to ensure that a quality service is provided to patients and to ensure that nurses are kept fully informed of any general messages or issues regarding patient notes appointments or patient concerns.

In exceptional circumstances where clinical staff are unable to arrive for the clinic support the appointments team and nurses with cancelling patients by telephone.

Ensure any walk-in emergency patients that do not appear on your reception list are recorded immediately in PAS.

Ensure computer printer equipment and stationery is available and working effectively reporting any faults or problems to line manager and/or IT.

Work flexibly within normal clinic hours to ensure that the clinic is covered at all times and never left unattended.

Notify the line manager or sister in charge of any foreseen or unforeseen problems that will affect the smooth running of the department.

To train new staff how to carryout reception duties and the processes specifically required for the named reception area.

To undertake training to become familiar with and competent in current health records and departmental procedures and practices.

To provide an effective efficient courteous high quality patient access service. This will include recording data and maintaining data quality on manual and computerised systems in accordance with agreed policies and procedures.

To ensure all electronic paperwork is selected and prepared correctly and sent for scanning or uploaded within appropriate timescales.

To ensure that the patient administration system data is accurate and up to date including the correct coding information and patient demographics

In liaison with the Directorate managers and clinicians ensure that clinic booking rules are up to date communicated and adhered to when dealing with referrals and making follow up appointments.

To liaise with medical secretaries, clinicians, directorate staff, GPs, and administrative staff regarding referrals, bookings and waiting times.

When required, and in compliance with booking rules, book follow up appointments, where capacity allows, or if not, ensure patient is added to an appropriate outpatient waiting list, with clinical target date.

Regularly monitor and housekeep all relevant waiting lists to your area, taking necessary actions as appropriate.

To set up and maintain a work schedule that ensures all work is prioritised and delivered within the required timescales each week in particular during holiday periods when replacement cover is unlikely to be provided

To ensure that all policies and procedures are adhered to and training undertaken where new policies and procedures are implemented. In particular those for Health Records confidentiality and information security

Carry out any other duties within the grade as requested by other members of your team Operational Manager or Directorate Support Officer