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Cotswold Medical Practice

Medical Receptionist / Safeguarding administrator

The closing date is 17 October 2025

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Job summary

This role is to provide administrative support to the Safeguarding Service, assisting in ensuring that the appropriate and effective delivery of Safeguarding is delivered and maintained also first point of contact for patients, both on the reception desks and phones. Receive, assist and signpost patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Provide efficient, helpful, informative and supportive reception and administration services to patients and members of the Practice team.

Main duties of the job

  • The postholder will be an effective first point of contact for all safeguarding enquiries, and will ned to be able to direct contacts effectively.
  • Arranging meetings, including distributing agendas and documents, taking and sharing minutes.
  • Input data onto a variety of clinical and non-clinical systems.
  • Support with audit and data production.
  • Support with arranging and recording attendance at training, including bespoke sessions
  • Ensure that paperwork is completed in a timely fashion and in line with requirements.
  • Liaison with clinical and non-clinical areas.
  • Liaison with the Local Authority
  • Request and, where appropriate, review clinical records and information in line with guidelines and statutory requirements.
  • Ensure deadlines are met and support the team with identifying and meeting deadlines.
  • Maintaining and monitoring the practice appointment system
  • Process personal, telephone and e-requests for appointments
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
  • Process appointment requests for today/future appointments from patients by telephone and in person.
  • Signpost patients to the correct service
  • Initiating contact with and responding to, requests from patients, team members and external agencies
  • Receiving patients, consulting with members of practice team
  • Handing completed repeat prescriptions/pathology requests to patient and checking names and address.
  • Be able to cover all reception positions as necessary

About us

Cotswold Medical Practice comprises of two surgeries, one at Moore Health Centre in Bourton in the Water and the other at Westwoods surgery in Northleach.

Details

Date posted

23 September 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A0800-25-0004

Job locations

Moore Road

Bourton-on-the-water

Cheltenham

Gloucestershire

GL54 2AZ


Westwood Surgery

Bassett Road

Northleach

Cheltenham

Gloucestershire

GL543QJ


Job description

Job responsibilities

  1. Provide secretarial and administrative support to the Safeguarding Service, including all duties associated with the post, typing correspondence, memos, photocopying, minutes, reports etc. Ensure all communications are accurate, timely and well presented in accordance with the corporate identity
  2. Ensure that enquiries are dealt with promptly and effectively in a courteous, professional and informed manner, including responsibility for dealing with telephone enquires and incoming correspondence which may be of a confidential and/or sensitive nature.
  3. Ability to deal with high volumes of work (including email activity) in a timely and accurate manner.
  4. Provide effective diary management, ensuring that all information required by the Safeguarding Service is current and accurate.
  5. Organise and administer meetings, including agenda production.
  6. Inputting data into various electronic systems as required.
  7. Arrange meetings in liaison with other statutory agencies, e.g., Police and Social Care.
  8. Identify, track and make available medical records upon request.
  9. Ensure staff are informed of impending conferences, reviews, meetings, court appearances and that reports are produced
  10. In conjunction with the line manager ensure that all Safeguarding information is filed promptly in the appropriate clinical records.
  11. To provide administrative support for core functions of the Safeguarding Service including training, records management and communication.
  12. To undertake other administrative duties as and when required

Job description

Job responsibilities

  1. Provide secretarial and administrative support to the Safeguarding Service, including all duties associated with the post, typing correspondence, memos, photocopying, minutes, reports etc. Ensure all communications are accurate, timely and well presented in accordance with the corporate identity
  2. Ensure that enquiries are dealt with promptly and effectively in a courteous, professional and informed manner, including responsibility for dealing with telephone enquires and incoming correspondence which may be of a confidential and/or sensitive nature.
  3. Ability to deal with high volumes of work (including email activity) in a timely and accurate manner.
  4. Provide effective diary management, ensuring that all information required by the Safeguarding Service is current and accurate.
  5. Organise and administer meetings, including agenda production.
  6. Inputting data into various electronic systems as required.
  7. Arrange meetings in liaison with other statutory agencies, e.g., Police and Social Care.
  8. Identify, track and make available medical records upon request.
  9. Ensure staff are informed of impending conferences, reviews, meetings, court appearances and that reports are produced
  10. In conjunction with the line manager ensure that all Safeguarding information is filed promptly in the appropriate clinical records.
  11. To provide administrative support for core functions of the Safeguarding Service including training, records management and communication.
  12. To undertake other administrative duties as and when required

Person Specification

Experience

Essential

  • Ability to achieve a high level of accuracy while ensuring deadlines are met.
  • Excellent communication, reception, interpersonal and organisational skills.
  • Ability to communicate in oral and written English.
  • Ability to deal and prioritise high volumes of work (including email activity) in a timely and accurate manner.
  • Ability to converse with all levels of personnel/clients/departments on the telephone and in person, in a discreet manner.
  • Adhere to all Trust Polices in the workplace.
  • Understand and adhere to the requirements of confidentiality.
  • Ability to create and administer databases within the department.

Desirable

  • Experience of working in primary care
Person Specification

Experience

Essential

  • Ability to achieve a high level of accuracy while ensuring deadlines are met.
  • Excellent communication, reception, interpersonal and organisational skills.
  • Ability to communicate in oral and written English.
  • Ability to deal and prioritise high volumes of work (including email activity) in a timely and accurate manner.
  • Ability to converse with all levels of personnel/clients/departments on the telephone and in person, in a discreet manner.
  • Adhere to all Trust Polices in the workplace.
  • Understand and adhere to the requirements of confidentiality.
  • Ability to create and administer databases within the department.

Desirable

  • Experience of working in primary care

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.

Employer details

Employer name

Cotswold Medical Practice

Address

Moore Road

Bourton-on-the-water

Cheltenham

Gloucestershire

GL54 2AZ


Employer's website

https://www.cotswoldmedicalpractice.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Cotswold Medical Practice

Address

Moore Road

Bourton-on-the-water

Cheltenham

Gloucestershire

GL54 2AZ


Employer's website

https://www.cotswoldmedicalpractice.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

klaudyna witek

klaudyna.witek@nhs.net

Details

Date posted

23 September 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A0800-25-0004

Job locations

Moore Road

Bourton-on-the-water

Cheltenham

Gloucestershire

GL54 2AZ


Westwood Surgery

Bassett Road

Northleach

Cheltenham

Gloucestershire

GL543QJ


Privacy notice

Cotswold Medical Practice's privacy notice (opens in a new tab)