Bourne Galletly Practice

Patient Services Medical Reception Administrator

The closing date is 09 January 2026

Job summary

This is an important and interesting split role within the Patient Services Team. When you are working within our Reception area, for part of the week, you will be the first face our patients and visitors will see when they come to our busy Practice. Experience greeting customers and providing assistance with a broad variety of queries will be an important requirement.

We are looking for a someone who is positive, friendly and approachable and who enjoys a challenge. You would be joining a team of 9 other Patient Services Medical Receptionists, all of whom work part-time to ensure we can cover the hours our patients need us. This vacancy includes the requirement to support our back office function, for the remainder of the week, through Scanning and Workflow Administration. The role will truly give the successful applicant an overview of our end to end processes.

Main duties of the job

Reception - Responsible for a broad range of tasks throughout the Practice, including greeting and helping patients both on the telephone and face to face. Additionally:

Booking appointments and recalls ensuring sufficient information is recorded.

Respond to queries and requests for assistance from patients and visitors.

Advise patients of relevant charges for private services, accept payments and issue receipts.

Explain practice arrangements to new patients and those seeking temporary cover.

Ensure that new patient registration forms are correctly completed and are supported by all the necessary paperwork. Register the new patient on the system as quickly as possible

Ensure that Workflow and Tasks are dealt with accurately, appropriately and as quickly as possible.

Administration - To maintain the computer clinical system in an accurate and secure manner

To scan all Third Party correspondence onto the clinical system

To workflow correspondence, received via all channels, to the Workflow Administrator and correctly file it into the patients' medical records

Monitor and action any tasks within the clinical system

To provide cover for members of the wider Patient Services Team during periods of sickness and annual leave as requested by your Line Manager

About us

Everyone works hard at Galletly Practice and the team is extremely supportive, approachable and helpful. We enjoy tremendous support from our patients and we have a great reputation, locally. We have been rated 'Outstanding' at our most recent CQC Inspection, something we are all immensely proud of.

We're a close, hard working team and this job is a demanding one which gives a high level of job satisfaction at the end of a varied day!

Date posted

12 December 2025

Pay scheme

Other

Salary

£12.42 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A1175-25-0006

Job locations

40 North Road

Bourne

Lincolnshire

PE10 9BT

Job description

Job responsibilities

Hours of work for this vacancy - Overall Total 34;

Reception (these hours are fixed and cannot be amended, due to cover needs)

Monday 8:00am until 5:30pm with 1 hour for lunch

Tuesday 8:30am until 6:30pm with 1 hour for lunch

Total 17.5 hours

Scanning and Workflow (these hours can be worked across 2 or 3 days, to be agreed with the successful candidate)

Wednesday, Thursday, Friday

Total 16.5 hours

The intention with this role is that the successful candidate will flow between departments, based on where there is the greatest need. Certain times of the days in Reception are fixed and cannot be changed.

The Practice is open from 8am to 6:30pm Monday to Friday.

We also provide late surgeries, Monday to Thursday between 6:30pm and 8pm and therefore there will be a requirement to cover annual leave, on a shared team basis, for this extended access. This element is paid at time and a half from 6pm.

You will;

Welcome patients and visitors to the Practice, ensuring they are properly checked-in, or signed in as appropriate, and know where to go

Direct patients to submit requests for assistance with both medical needs and administration requests, via the NHS App or Bourne Galletly Medical Practice Website, or complete requests on their behalf, where appropriate, using our AccuRx Total Triage solution

Book routine nursing appointments and recalls ensuring sufficient information is recorded

Receive and make calls as required. Divert calls and take messages as appropriate, whilst ensuring that the practice procedure for confidentiality is followed at all times

Work in collaboration with Duty GP to manage incoming triage requests, quickly, accurately and effectively

Ensure efficiency of appointment system and monitor flow of patients through waiting rooms into consulting and treatment rooms

Respond to all queries and requests for assistance from patients and other visitors

Advise patients of relevant charges for Non-NHS services, accept payments and issue receipts

Ensure that new patient registrations are correctly completed and are supported by all the necessary paperwork and communications. Register the new patient on the system as quickly as possible and, in all cases, within pre-set deadlines

Ensure that Workflow and Tasks and Emails are dealt with accurately and appropriately as quickly as possible

Keep Reception and waiting areas clean and tidy

Pass on information regarding unresolved or urgent problems at the end of each working day or at the end of duty

Adhere to full end of day procedures prior to departure, ensuring the Reception area and wider building is secure

Ensure that the computer database is kept up to date and accurate

To maintain the computer clinical system in an accurate and secure manner

To receive and dispatch Royal Mail and Hospital Mail maintaining an adequate pending system

To scan all Third Party correspondence onto the clinical system

To workflow correspondence, from the clinical system, to the Workflow Administrator and correctly file it into the patients' medical records in SystmOne - move onto completion of simple workflow tasks in time

To workflow correspondence, received via the EDT system, to the Workflow Administrator and correctly file it into the patients' medical records

Ensure correspondence, reports, results etc are filed in correct records

Monitor and action any tasks within the clinical system

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries

To provide cover for members of the wider Patient Services Team during periods of sickness and annual leave as requested by your Line Manager

When retrieving and responding to internal and external emails, ensure this is completed in an appropriate manner adhering to Practice computer and email policies at all times

Comply with Health and Safety requirements of the site at all times

Attend Practice team meetings and training sessions as and when arranged

Complete mandatory training in line with expectations

Provide cover across Patient Services, to support Medical Secretaries and other Administrative staff, as required, to include emergency evening cover that arises due to unforeseen circumstances

Job Type: Part-time, Permanent

Benefits:

NHS pension
On-site parking, where possible

Schedule:

Monday to Friday

Work Location: In person