Outpatients Senior Administration Assistant NHS

Gap personnel is delighted to be recruiting for a dedicated and motivated Outpatients Senior Administration Assistant to join a busy NHS team in Grantham. This is an excellent opportunity for an experienced administrator who thrives in a fast‑paced, patient‑focused environment and is looking to contribute to the smooth running of essential outpatient services. Working Monday to Friday between 8am and 5pm, this temporary 3‑month position offers the chance to make a real impact within the NHS, with the potential for extension based on performance and service needs.

If you’re organised, approachable and passionate about supporting healthcare professionals and patients, we’d love to hear from you.

Position: Outpatients Senior Administration Assistant
Location: Grantham (NHS)
Pay Rate: £12.21 per hour
Hours: Monday – Friday, between 8:00am – 5:00pm
Contract: Temporary – 3 months, with potential extension

Provide high‑quality administrative support to the Outpatients Department to ensure smooth day‑to‑day operations.

• Act as the first point of contact for patients, visitors and clinical staff, handling enquiries professionally and efficiently.
• Maintain accurate patient records in line with NHS data protection and confidentiality standards.
• Support clinical teams by coordinating appointment schedules, clinic lists and patient flow.
• Ensure all administrative processes are completed within required time frames to support efficient clinic delivery.
• Manage inbound and outbound communication, including telephone calls, emails and patient correspondence.
• Assist with the preparation and distribution of clinic documentation, forms and patient information.
• Escalate operational issues or delays to supervisors to minimise disruption to clinics.
• Contribute to performance targets by supporting timely booking, referrals, and follow‑up processes.
• Provide flexible administrative cover across Outpatients where needed to maintain service continuity.

• Book, amend and manage outpatient appointments using NHS patient management systems.
• Check patients in and out of clinics, ensuring accurate confirmation of demographics and referral details.
• Prepare daily clinic schedules, pulling caseloads, notes and required documentation for clinical staff.
• Communicate clinic delays, cancellations or changes to patients in a courteous and timely manner.
• Process referrals, ensuring correct pathways, coding and documentation are followed.
• Handle and resolve patient queries, escalating complex issues where necessary.
• Maintain waiting lists, ensuring patients are scheduled within appropriate target times (e.g., RTT).
• Scan, upload and file patient documentation in accordance with NHS record‑keeping standards.
• Support clinical teams with administrative tasks including letters, forms, results tracking and filing.
• Participate in departmental meetings, training sessions and service improvement initiatives.

• Strong administrative experience, ideally within an NHS or healthcare setting.
• Excellent communication skills, both written and verbal, with a patient‑focused approach.
• Ability to manage busy workloads and remain calm under pressure.
• Competent IT skills with proficiency in Microsoft Office and NHS clinical systems (e.g., Rio, Systm One, or equivalent).
• High level of accuracy and attention to detail when handling patient information.
• Strong organisational skills with the ability to prioritise tasks effectively.
• Ability to work independently as well as collaboratively within a multidisciplinary team.
• Professional, respectful and compassionate approach when interacting with patients and staff.
• Problem‑solving skills with the ability to adapt to changing departmental demands.
• Understanding of NHS confidentiality, safeguarding and information governance requirements.