Job summary
We are looking for a reliable, motivated, and approachable Receptionist to join our friendly team. This is a key front-facing role within the practice, where you will be the first point of contact for our patients, providing an excellent standard of customer service and ensuring a smooth patient journey.
The successful candidate will be an excellent communicator, both face to face and over the phone, with strong organisational and administrative skills. You will need to be able to work independently as well as part of a team, using your initiative to deal with a variety of tasks in a busy environment. A degree of flexibility is important, as you may be asked to provide additional cover during periods of staff absence or holiday.
This role offers a fantastic opportunity for someone who enjoys working with people, thrives under pressure, and takes pride in delivering high-quality support. If you are enthusiastic, patient-focused, and keen to contribute to the smooth running of a GP practice, we would love to hear from you.
Main duties of the job
The Receptionist will act as the first point of contact for patients and visitors, ensuring all enquiries are dealt with courteously, efficiently and confidentially. Core responsibilities include welcoming visitors, managing incoming calls, taking accurate messages and appointment requests, and processing patient registrations and online access applications. The post-holder will support the smooth running of the practice by managing administrative tasks such as scanning and filing documents, handling correspondence, sending recall letters, updating noticeboards and ensuring the reception and waiting areas remain clean, tidy and well-stocked.
Additional duties include relaying verified test results, advising patients on fees for non-NHS services, assisting with patient complaints at first contact, and handing over outstanding matters to colleagues at the end of each shift. The Receptionist will also contribute to patient safety by following established procedures, maintaining confidentiality, and escalating queries when appropriate.
As part of the wider reception team, the post-holder will attend meetings, support colleagues, assist with mentoring new staff, and uphold the high standards of professionalism, communication and service expected by the practice.
About us
Len Valley Practice is a friendly forward thinking GP surgery based in the historic village of Lenham Kent caring for just over ten thousand patients across Lenham and Harrietsham The practice is led by five GP partners supported by salaried GPs, GP registrars a strong nursing team, healthcare assistants, pharmacists, physiotherapy and paramedic practitioners as well as skilled administrative and dispensary staff.
We provide a wide range of primary care services including long term condition management, immunisations, maternity and family planning, minor surgery, health screening and treatment of illness or injury Rated Good by the Care Quality Commission the practice is committed to delivering safe effective and patient centred care.
We pride ourselves on being an approachable, supportive and community focused organisation with a strong emphasis on teamwork professional development and delivering high quality care for all.
Job description
Job responsibilities
Job Title: Receptionist
Responsible to: Practice Manager
Accountable to: Practice Partnership
Job Summary
The practice is seeking someone who is an excellent communicator, reliable and able to work on their own initiative. A degree of flexibility is also highly sought after to enable the successful post-holder to provide extra hours to cover for sickness and holiday periods.
The receptionist role represents a great opportunity for those with great administrative skills, who enjoy working within the busy environment of a GP practice.
Main Responsibilities
Ensure that patients and visitors enquiries are handled courteously, efficiently and confidentially
Ensure all visitors are asked to sign in & out of visitors book.
Ensure deliveries that are signed for by reception are given to the appropriate person.
Answer incoming calls in a friendly, polite and professional manner and redirect to other personnel as appropriate.
Take telephone messages, appointments details and home visit requests accurately and efficiently and enter details on to computer system as appropriate
Remind doctors of outstanding telephone calls or visits, as appropriate
Relay test results to patients, once verified by GP
Handle patients verbal complaints initially, seeking advice from Lead Receptionist or referring to Practice Manager as appropriate
Check email / tasks / workflows regularly and respond as appropriate
Be aware of charges for certificates/claim forms, medical examinations and advise patients when necessary of charges.
Be conversant and deal with procedure for new patients wishing to register with the practice/registering for Online Patient Access.
Ensure start of day/end of day checklists are completed
Ensure that outstanding matters and information are handed over to colleagues at end of shift/day
Attend and participate in Reception, Staff meetings and other meetings as required
Be fully conversant with reception procedures/protocols and developments
Ensure that scanning of documents and mail are undertaken efficiently and promptly.
Ensure external/internal mail is given to admin team for processing.
Assist with sending out of patient recall letters and other similar correspondence, using email when possible.
File patient medical records appropriately.
Ensure that reception area and waiting room are clean and tidy. That there is an adequate supply of stationery and forms on reception - these are requested to be printed at Harrietsham.
Ensure that noticeboards are kept up to date and that appropriate literature is displayed.
Contribute to a safe working environment
Assist with mentoring/training of new reception staff
To be smart, polite and courteous at all times
To maintain strict confidentiality
Any other ad hoc duties as required.
Appraisal/Training:
Participate in appraisal process and follow-up any learning outcomes
Attend any courses/training events as deemed necessary by Practice Manager
The successful post-holder will need to demonstrate:
- Excellent communication skills both verbal and written
- Ability to work using own initiative
- Good customer service skills
- Flexible approach to supporting the team
Job description
Job responsibilities
Job Title: Receptionist
Responsible to: Practice Manager
Accountable to: Practice Partnership
Job Summary
The practice is seeking someone who is an excellent communicator, reliable and able to work on their own initiative. A degree of flexibility is also highly sought after to enable the successful post-holder to provide extra hours to cover for sickness and holiday periods.
The receptionist role represents a great opportunity for those with great administrative skills, who enjoy working within the busy environment of a GP practice.
Main Responsibilities
Ensure that patients and visitors enquiries are handled courteously, efficiently and confidentially
Ensure all visitors are asked to sign in & out of visitors book.
Ensure deliveries that are signed for by reception are given to the appropriate person.
Answer incoming calls in a friendly, polite and professional manner and redirect to other personnel as appropriate.
Take telephone messages, appointments details and home visit requests accurately and efficiently and enter details on to computer system as appropriate
Remind doctors of outstanding telephone calls or visits, as appropriate
Relay test results to patients, once verified by GP
Handle patients verbal complaints initially, seeking advice from Lead Receptionist or referring to Practice Manager as appropriate
Check email / tasks / workflows regularly and respond as appropriate
Be aware of charges for certificates/claim forms, medical examinations and advise patients when necessary of charges.
Be conversant and deal with procedure for new patients wishing to register with the practice/registering for Online Patient Access.
Ensure start of day/end of day checklists are completed
Ensure that outstanding matters and information are handed over to colleagues at end of shift/day
Attend and participate in Reception, Staff meetings and other meetings as required
Be fully conversant with reception procedures/protocols and developments
Ensure that scanning of documents and mail are undertaken efficiently and promptly.
Ensure external/internal mail is given to admin team for processing.
Assist with sending out of patient recall letters and other similar correspondence, using email when possible.
File patient medical records appropriately.
Ensure that reception area and waiting room are clean and tidy. That there is an adequate supply of stationery and forms on reception - these are requested to be printed at Harrietsham.
Ensure that noticeboards are kept up to date and that appropriate literature is displayed.
Contribute to a safe working environment
Assist with mentoring/training of new reception staff
To be smart, polite and courteous at all times
To maintain strict confidentiality
Any other ad hoc duties as required.
Appraisal/Training:
Participate in appraisal process and follow-up any learning outcomes
Attend any courses/training events as deemed necessary by Practice Manager
The successful post-holder will need to demonstrate:
- Excellent communication skills both verbal and written
- Ability to work using own initiative
- Good customer service skills
- Flexible approach to supporting the team
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSEs (or equivalent) in English and Maths (grade C/4 or above)
Desirable
- IT/administration-related qualification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working with telephones and handling enquiries
Desirable
- Experience of working in a health care setting
- Experience using clinical systems (e.g. EMIS, SystmOne, Vision)
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSEs (or equivalent) in English and Maths (grade C/4 or above)
Desirable
- IT/administration-related qualification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working with telephones and handling enquiries
Desirable
- Experience of working in a health care setting
- Experience using clinical systems (e.g. EMIS, SystmOne, Vision)
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.
