Receptionist/Patient Care Administrator in Coalville

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:

You’ll have experience working in a busy administrative or customer-facing role and feel confident dealing with patients in person and by phone. You’ll 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.

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.

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.

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:

Proposed start date: 1 April 2026

Person Specification:

Experience:

• 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.
• Experience working within the healthcare sector.

Skills:

• 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.
• Ability to remain calm and organised in a busy environment.

Qualifications:

• Demonstration of a high level of IT skills.
• Demonstration of RSA 1/2 or equivalent experience.

Other Requirements:

• 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).
• 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.