At a Glance
- Tasks: Manage patient appointments and provide friendly support at our clinics.
- Company: Join Ultracardiac, a leading provider of diagnostics in the Southwest.
- Benefits: Enjoy a welcoming team culture and opportunities for career growth.
- Other info: Work in a positive environment with over 25,000 appointments annually.
- Why this job: Be part of a dynamic team making a real difference in patient care.
- Qualifications: Experience in administration or front-of-house roles, preferably in healthcare.
The predicted salary is between 28800 - 43200 € per year.
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.
Job responsibilities
Answering administrative queries from patients, local healthcareprofessionals and other business stakeholders. These may be received bytelephone, email or in person.
Executing allelements of the referrals and appointments processes to ensure that our clinicsare full and that we are utilising capacity to a minimum of 95% efficiency.
Ensuring that thedata we collect and manage for patients is accurate, maintained in a way thatis accessible, and compliant to GDPR and other relevant legislation.
Receptionist dutiesat our clinic locations, acting as front-of-house for patients arriving, forboth Ultracardiac and Tor View Clinical Rooms.
Promotingefficiency by calling and text messaging all patients in the days prior totheir appointment, and filling cancellations slots as they arise.
Supporting themanagement team with project-based work in an administrative capacity on an adhoc basis.
Sending resultsback to requesting clinicians in a timely manner via the correct process, andensuring any urgent results are escalated appropriately.
Person Specification
Experience
- Experience working within an Administrative or Front of House role.
- 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.
#J-18808-LjbffrOffice Administrator in Exeter employer: Ultracardiac Ltd
Ultracardiac is an exceptional employer, offering a supportive and dynamic work environment in the heart of the Southwest. With a strong focus on patient care and a commitment to employee growth, we provide opportunities for professional development within our expanding organisation. Our friendly team culture, combined with the chance to make a meaningful impact in healthcare, makes Ultracardiac a rewarding place to work.
StudySmarter Expert Advice🤫
We think this is how you could land Office Administrator in Exeter
✨Tip Number 1
Network like a pro! Reach out to friends, family, and former colleagues to let them know you're on the hunt for an Office Administrator role. You never know who might have a lead or can put in a good word for you.
✨Tip Number 2
Get social! Follow Ultracardiac on LinkedIn and engage with their posts. Commenting or sharing your thoughts can help you get noticed by the team and show your genuine interest in the company.
✨Tip Number 3
Prepare for the interview by researching common questions for administrative roles. Practice your answers, focusing on your experience in healthcare and how you can contribute to Ultracardiac's patient-focused culture.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you're serious about joining the Ultracardiac team!
We think you need these skills to ace Office Administrator in Exeter
Some tips for your application 🫡
Show Your Personality:When writing your application, let your friendly and approachable nature shine through. We want to see the real you, so don’t be afraid to add a personal touch that reflects your enthusiasm for joining our dynamic team.
Tailor Your Experience:Make sure to highlight any relevant experience you have in administrative or front-of-house roles, especially in healthcare. We’re looking for someone who can manage patient appointments and queries effectively, so connect your past experiences to the job description.
Be Clear and Concise:Keep your application straightforward and to the point. We appreciate clarity, so make sure your skills and experiences are easy to read and understand. Avoid jargon unless it’s relevant to the role!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on being part of our team at Ultracardiac!
How to prepare for a job interview at Ultracardiac Ltd
✨Know the Company Inside Out
Before your interview, take some time to research Ultracardiac. Understand their mission, values, and the services they provide. This will not only help you answer questions more effectively but also show that you're genuinely interested in being part of their team.
✨Showcase Your Administrative Skills
Be prepared to discuss your previous experience in administrative roles, especially in healthcare settings. Highlight specific examples where you've managed appointments or handled patient queries efficiently. This will demonstrate your capability to thrive in a busy clinic environment.
✨Practice Your People Skills
As an Office Administrator, you'll be the first point of contact for patients. Practice how you would greet someone and handle various scenarios, like dealing with a difficult patient or managing a last-minute appointment change. Being friendly and approachable is key!
✨Prepare Questions to Ask
At the end of the interview, you'll likely have the chance to ask questions. Prepare thoughtful ones about the team culture, the new Patient Administration System, or how success is measured in the role. This shows your enthusiasm and helps you gauge if it's the right fit for you.
