Job summary
How to apply
Please email your up-to-date CV and a supporting statement, clearly demonstrating how you meet the essential and desirable criteria outlined in the person specification, to:llrpcl.peoplepractice@nhs.net
We are looking to recruit two Receptionist / Patient Care Administrators to join East Midlands Medical Services (EMMS), supporting the smooth running of our outpatient clinics and administrative services.
This is a patient-facing role with responsibility for opening and preparing the clinic on clinic days, alongside wider administrative duties.
Working pattern and location
- One post is expected to work Monday to Wednesday and the other Wednesday to Friday
- Normal working hours are 9.00am to 5.00pm
- There may be a requirement to work additional hours to support service delivery, including covering annual leave or sickness
This is a hybrid role, working from home and from our Nottingham offices. Home working applies on non-clinic days. Attendance at Nottingham premises is required on clinic days.
Applicants must be able to reliably commute to the Nottingham office and other locations as required. Ideally, applicants will hold a full driving licence and have access to a vehicle, although this is not essential.
Main duties of the job
You will be the first point of contact for patients attending our Nottingham clinics, helping to ensure clinics run smoothly and patients feel welcomed and supported. You will also provide administrative support, including managing cataract referrals and updating patient systems accurately.
Key responsibilities
- Opening and preparing the clinic on clinic days, including setting up reception and waiting areas
- Welcoming patients and managing attendance lists
- Supporting clinic flow and responding to non-clinical patient queries
- Managing and processing cataract referrals
- Updating patient information and clinic outcomes on relevant systems
- Ensuring the clinic environment is clean, organised, and ready for clinicians
- Ordering stock and stationery and processing cleaning audits
- Escalating any issues that may affect clinic delivery
About you
Youll have experience working in a busy administrative or customer-facing role and feel confident dealing with patients in person and by phone. Youll be organised, calm under pressure, and comfortable working independently, including opening the clinic when required.
Experience within a healthcare setting and familiarity with systems such as SystmOne or Cynapsis would be an advantage, but training can be provided.
How to apply
Please email your up-to-date CV and a supporting statement, clearly demonstrating how you meet the essential and desirable criteria outlined in the person specification, to:llrpcl.peoplepractice@nhs.net
About us
Patient Care Locally (PCL) is a Community Interest Company that delivers a range of NHS and community healthcare services across the Midlands. Our focus is on providing high-quality, patient-centred care while working closely with local health systems and partners.
East Midlands Medical Services (EMMS) works as part of the wider PCL group and provides community eyecare services for the people of Nottingham. EMMS is well regarded for its innovative use of digital solutions to improve access to care and enhance the patient experience.
PCL and EMMS have worked closely together since 2020, when both organisations partnered to deliver the Leicester, Leicestershire and Rutland Urgent Eyecare Service during the Covid-19 pandemic. This collaboration developed into a strong and established working relationship.
EMMS operates as a specialist eyecare service within the PCL group, maintaining its clinical expertise and local focus while benefiting from PCLs organisational support, governance, and infrastructure. Luke Craig, Director of EMMS within PCL, leads the service as it continues to develop.
This relationship complements PCLs wider service portfolio, including its Roving Healthcare Unit, which currently operates in Nottingham to support seasonal vaccination programmes. There are plans to further strengthen EMMS clinical services and explore opportunities to extend delivery beyond Nottingham, supporting communities across the East Midlands.
Job description
Job responsibilities
To undertake reception and administrative duties in support of patient care within EMMS.
The post holder will be the main point of contact for patients at the Nottingham premises when clinics are running and will also support the management of cataract referrals for the Northamptonshire contract.
The below describes the important aspects of the role but is not an exhaustive list.
To receive, check, register and contact patients in relation to cataract referrals.
Onward refer once patient choice is completed.
Answer any non-clinical questions received with support from the Business Support Officer if needed.
Provide reception services at our Nottingham premises including welcoming patients, providing patient lists for clinicians and action any outcomes following the patients appointment.
To open and prepare the clinic on clinic days, including setting up reception, preparing waiting areas, and ensuring clinic rooms and materials are ready for use.
To carry out basic pre-clinic checks and report or escalate any issues that may impact the safe or effective running of the clinic.
Ensure the Nottingham premises are welcoming for patients by ensuring that before clinic a reception is clean and tidy and the clinicians have everything they need for their clinics to run smoothly.
Process cleaning audits from our cleaning company on to the relevant system.
Order stock/stationery as and when require.
Communication
Good communication and personal skills: calm, friendly, and efficient.
To have a positive working relationship within the team and with external stakeholders.
Always act in a professional and responsible manner with customers, service users and colleagues, using appropriate language and communication skills, which acknowledge barriers to understanding, cultural differences and diversity.
Always maintain strict confidentiality of information.
Provides and receives complex or sensitive information.
Planning and organisational skills
Able to demonstrate excellent organisational and time management skills.
Plan and organise information and administrative processes.
To be able to manage own workload with due regard to timescales, using own initiative where appropriate.
Be able to reprioritise workloads at short notice.
Risk Assessment
Works with display screen equipment for prolonged periods.
The successful applicant will need to have the ability to travel to different sites.
May be required to open the clinic and work alone for short periods; must follow lone working and health and safety procedures.
Equal Opportunities Statement
PCL is committed to equal opportunities and welcomes applications from all qualified candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. We are happy to discuss reasonable adjustments during the recruitment process and in the workplace.
Recruitment timeline
Job description
Job responsibilities
To undertake reception and administrative duties in support of patient care within EMMS.
The post holder will be the main point of contact for patients at the Nottingham premises when clinics are running and will also support the management of cataract referrals for the Northamptonshire contract.
The below describes the important aspects of the role but is not an exhaustive list.
To receive, check, register and contact patients in relation to cataract referrals.
Onward refer once patient choice is completed.
Answer any non-clinical questions received with support from the Business Support Officer if needed.
Provide reception services at our Nottingham premises including welcoming patients, providing patient lists for clinicians and action any outcomes following the patients appointment.
To open and prepare the clinic on clinic days, including setting up reception, preparing waiting areas, and ensuring clinic rooms and materials are ready for use.
To carry out basic pre-clinic checks and report or escalate any issues that may impact the safe or effective running of the clinic.
Ensure the Nottingham premises are welcoming for patients by ensuring that before clinic a reception is clean and tidy and the clinicians have everything they need for their clinics to run smoothly.
Process cleaning audits from our cleaning company on to the relevant system.
Order stock/stationery as and when require.
Communication
Good communication and personal skills: calm, friendly, and efficient.
To have a positive working relationship within the team and with external stakeholders.
Always act in a professional and responsible manner with customers, service users and colleagues, using appropriate language and communication skills, which acknowledge barriers to understanding, cultural differences and diversity.
Always maintain strict confidentiality of information.
Provides and receives complex or sensitive information.
Planning and organisational skills
Able to demonstrate excellent organisational and time management skills.
Plan and organise information and administrative processes.
To be able to manage own workload with due regard to timescales, using own initiative where appropriate.
Be able to reprioritise workloads at short notice.
Risk Assessment
Works with display screen equipment for prolonged periods.
The successful applicant will need to have the ability to travel to different sites.
May be required to open the clinic and work alone for short periods; must follow lone working and health and safety procedures.
Equal Opportunities Statement
PCL is committed to equal opportunities and welcomes applications from all qualified candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. We are happy to discuss reasonable adjustments during the recruitment process and in the workplace.
Recruitment timeline
Person Specification
Experience
Essential
- Demonstration of administration experience in a busy office/team environment.
- Experience of being able to effectively prioritise a varied workload.
- Experience of working effectively in a team to progress the goals of the organisation.
- Experience of patient-facing or customer-facing roles, managing queries in a professional and calm manner.
Desirable
- Experience working within the healthcare sector.
Skills
Essential
- Able to communicate clearly and effectively with diverse staff and patients at all levels of the organisation and external stakeholders.
- Use own initiative and manage time effectively.
- Able to demonstrate organisational skills.
- Approachable manner.
- Ability to remain calm and organised in a busy environment.
Qualifications
Essential
- Demonstration of a high level of IT skills.
Desirable
- Demonstration of RSA 1/2 or equivalent experience.
Other Requirements
Essential
- Ability to work independently, flexibly and as part of a team.
- Ability to adapt to and change working priorities in line with those needed for the organisation.
- Ability to use modern office software (Word, Excel, PowerPoint)
Desirable
- Experience in using Cynapsis or equivalent.
- Experience in using SystmOne or equivalent.
Person Specification
Experience
Essential
- Demonstration of administration experience in a busy office/team environment.
- Experience of being able to effectively prioritise a varied workload.
- Experience of working effectively in a team to progress the goals of the organisation.
- Experience of patient-facing or customer-facing roles, managing queries in a professional and calm manner.
Desirable
- Experience working within the healthcare sector.
Skills
Essential
- Able to communicate clearly and effectively with diverse staff and patients at all levels of the organisation and external stakeholders.
- Use own initiative and manage time effectively.
- Able to demonstrate organisational skills.
- Approachable manner.
- Ability to remain calm and organised in a busy environment.
Qualifications
Essential
- Demonstration of a high level of IT skills.
Desirable
- Demonstration of RSA 1/2 or equivalent experience.
Other Requirements
Essential
- Ability to work independently, flexibly and as part of a team.
- Ability to adapt to and change working priorities in line with those needed for the organisation.
- Ability to use modern office software (Word, Excel, PowerPoint)
Desirable
- Experience in using Cynapsis or equivalent.
- Experience in using SystmOne or equivalent.
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.
Employer details
Employer name
LLR Patient Care Locally Community Interest Company
Address
Duffy Optometrists Ltd
186 Wollaton Road
Nottingham
NG8 1HJ
Employer's website
https://llrpcl.co.uk (Opens in a new tab)
