UK 028 9066 7878

ROI 048 9068 8858

Book & Enquire

Appointments Administrator

Closing Date November 2021

Reference AA/21/10

Kingsbridge Healthcare Group are currently recruiting for an additional Appointments Administrators. These roles encompass the backbone of the patient pathway process and successful candidates will gain first-hand knowledge of how each department facilitates the patient’s journey from initial enquiry to discharge.

Location 21 Old Channel Road, Titanic Quarter, Belfast Belfast
Salary £20,350 per annum
Department Patient Services - Call Team
Contract Permanent/ Full time
Hours 37.5, Monday - Friday 9am - 7.30pm and Saturday 9am -3pm
Responsible to Appointments Assistant manager
Accountable to Appointments manager

Job Summary

As an Administrator, you will be responsible for ensuring the smooth and efficient transition of all patients from initial enquiry, through to eventual discharge and follow-up appointments. You will act as the first and last point of contact for patients and are therefore responsible for delivering and maintaining the excellent standard of service that Kingsbridge patients can expect and have become accustomed to. A key part of the role will involve managing a high volume of incoming patient enquiries via telephone, email, and web-based communication. The successful candidate will quickly become knowledgeable of all aspects of the Group’s service provision and provide accurate and timely advice to all external stakeholders. 


We are looking for candidates with strong communication skills who can confidently respond to a high volume of enquiries across a range of clinical areas whilst staying organised and proactive to ensure that patients receive their preferred outcomes. Excellent customer service is something that should come naturally to you along with the ability to display empathy and demonstrate strong listening skills.


Key responsibilities: 

  • Accurate record keeping of all interactions will be essential in order that maximum value can be derived from any potential patient enquiry.
  • Efficient, effective, and focused response to all enquiries via telephone and email while displaying empathy and working to resolve patient queries.
  • Following up on enquiries by phone and email.
  • Proactively follow the Patients’ Pathway to ensure Consultations, Investigations, Procedures and Reviews are all booked accordingly.
  • Process and book all referrals within appropriate time frames.
  • Scheduling of surgical procedures within specific time scales.
  • Ensuring that all patient treatment records are accurate and up to date.
  • Liaising with colleagues across a variety of teams.


The above list is not exhaustive and additional / alternative tasks may be required from time to time as directed.


Person Specification:




  • 5 GCSE grades A-C including Maths and English or equivalent.


  • 6-12 month’s customer service or administration experience.
  • Excellent IT skills with proven experience in Microsoft packages.
  • Demonstrable ability to prioritise work, meet deadlines and work calmly under pressure.

Special Knowledge and Skills:

  • Understanding of the Data Protection Act and importance of confidentiality.
  • Ability to multi-task, and work to deadlines.
  • The ability to communicate effectively with a wide and varied range of people e.g. medical professionals, colleagues, patients or customers. 
  • Keen attention to detail and the reliability to convey accurate information.

Personal Attributes:

  • Polite and patient verbal manner. 
  • Excellent spoken and written communication.
  • Proactive and enthusiastic approach to work.
  • Highly organised and capable of prioritising tasks.
  • Confidence in your own ability to manage changing deadlines / demands.




  • Background in medical administration would be advantageous.
  • Previous experience of CRM/databases.

Special Knowledge and Skills

  • Knowledge of medical terminology.


To apply, please complete an application AND equality monitoring form and return to the recruitment team. CV's will not be accepted.


Closing date for all applications is Tuesday 9th November, 2021 at 4PM.

How to Apply

To apply, please complete an application and monitoring form and return to the recruitment team at:
Human Resources Department, Kingsbridge Healthcare Group, Channel Wharf, 21 Old Channel Road, Titanic Quarter, Belfast, BT3 9DE or email to

Download Application Form Download Monitoring Form

For queries, or further information, please contact the HR Department on 028 9073 5232.

Can we help?