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Ultracardiac Ltd

Office Administrator

The closing date is 20 October 2025

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Job summary

Ultracardiac are looking for a friendly Office Administrator to join the team in either the Plymouth or Exeter clinics.

We are a leading provider of diagnostics to both NHS and Private patients across the Southwest, with clinics covering Penzance to North Bristol. Ultracardiac prides itself on delivering an exceptional quality service and being a trusted NHS partner to a large number of NHS Trusts and ICBs in the region.

We are a growing organisation with an exciting future ahead of us. Our team is dynamic, welcoming and patient-focused - you will be working and a part of a truly positive workplace culture.

Main duties of the job

The role will involve:

  • Managing patient appointments, ensuring capacity is well utilised and that patients are offered convenient appointments.
  • Responding to queries from patients and referring organisations.
  • Processing new referrals and effectively managing the waiting lists.
  • Covering the Reception Desk, being a friendly and welcoming first impression on patients arriving for their appointments.
  • Supporting the operational and management teams with general administrative duties from time to time.

About us

Ultracardiac opened its doors in 2017, and has now grown to over 10 locations and providing more than 25,000 appointments per year across the Southwest.

The Admin Team are a small, friendly group of varying backgrounds with some of the team working in locations other than the Headquarters in Plymouth. Our new Patient Administration System was launched in September 2025 which has transformed our processes and has improved our future digital capabilities.

Details

Date posted

09 October 2025

Pay scheme

Other

Salary

£24,467.78 a year

Contract

Permanent

Working pattern

Full-time

Reference number

E0447-25-0004

Job locations

Ultracardiac Ltd

Tor View Clinical Rooms

Plymouth

Devon

PL6 8BY


4 Kew Court

Pynes Hill

Exeter

EX2 5AZ


Job description

Job responsibilities

Answering administrative queries from patients, local healthcare professionals and other business stakeholders. These may be received by telephone, email or in person.

Executing all elements of the referrals and appointments processes to ensure that our clinics are full and that we are utilising capacity to a minimum of 95% efficiency.

Ensuring that the data we collect and manage for patients is accurate, maintained in a way that is accessible, and compliant to GDPR and other relevant legislation.

Receptionist duties at our clinic locations, acting as front-of-house for patients arriving, for both Ultracardiac and Tor View Clinical Rooms.

Promoting efficiency by calling and text messaging all patients in the days prior to their appointment, and filling cancellations slots as they arise.

Supporting the management team with project-based work in an administrative capacity on an ad hoc basis.

Sending results back to requesting clinicians in a timely manner via the correct process, and ensuring any urgent results are escalated appropriately.

Job description

Job responsibilities

Answering administrative queries from patients, local healthcare professionals and other business stakeholders. These may be received by telephone, email or in person.

Executing all elements of the referrals and appointments processes to ensure that our clinics are full and that we are utilising capacity to a minimum of 95% efficiency.

Ensuring that the data we collect and manage for patients is accurate, maintained in a way that is accessible, and compliant to GDPR and other relevant legislation.

Receptionist duties at our clinic locations, acting as front-of-house for patients arriving, for both Ultracardiac and Tor View Clinical Rooms.

Promoting efficiency by calling and text messaging all patients in the days prior to their appointment, and filling cancellations slots as they arise.

Supporting the management team with project-based work in an administrative capacity on an ad hoc basis.

Sending results back to requesting clinicians in a timely manner via the correct process, and ensuring any urgent results are escalated appropriately.

Person Specification

Experience

Essential

  • Experience working within an Administrative or Front of House role.

Desirable

  • Experience working in a Healthcare Environment.
Person Specification

Experience

Essential

  • Experience working within an Administrative or Front of House role.

Desirable

  • Experience working in a Healthcare Environment.

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

Ultracardiac Ltd

Address

Ultracardiac Ltd

Tor View Clinical Rooms

Plymouth

Devon

PL6 8BY


Employer's website

https://www.ultracardiac.co.uk/ (Opens in a new tab)

Employer details

Employer name

Ultracardiac Ltd

Address

Ultracardiac Ltd

Tor View Clinical Rooms

Plymouth

Devon

PL6 8BY


Employer's website

https://www.ultracardiac.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Office Manager

Jessica Morgan

jess@ultracardiac.co.uk

01752875665

Details

Date posted

09 October 2025

Pay scheme

Other

Salary

£24,467.78 a year

Contract

Permanent

Working pattern

Full-time

Reference number

E0447-25-0004

Job locations

Ultracardiac Ltd

Tor View Clinical Rooms

Plymouth

Devon

PL6 8BY


4 Kew Court

Pynes Hill

Exeter

EX2 5AZ


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