Job summary
We are looking for a part-time experienced and confident Receptionist/Administrator to join our friendly team. This part-time position offers 18 hours per week, with shifts between Monday to Friday, from 7:45 am to 6:30 pm. The successful candidate will also be required to provide cover during holidays and sickness.
This is a crucial frontline role where you will be the first point of contact for our patients, helping us deliver high-quality care with professionalism and compassion.
We are ideally seeking someone with previous experience in a GP surgery, healthcare setting, or a busy reception/administration environment. You should be comfortable using clinical systems, handling a high volume of calls, managing appointments and supporting the wider clinical team with administrative tasks.
Our practice serves a diverse patient population, and we pride ourselves on being a welcoming, supportive workplace. You will receive full training on our systems and processes, and you will be joining a team that values teamwork, reliability and excellent communication.
If you are organised, calm under pressure, and passionate about providing great service to patients, we would love to hear from you.
Main duties of the job
The Receptionist/Administrator will provide a welcoming and efficient service to patients, both face-to-face and over the telephone. You will be responsible for managing incoming calls, booking and amending appointments, handling patient enquiries and signposting appropriately.
You will support the practice with a range of administrative tasks, which may include processing prescription requests, dealing with registrations, scanning and coding clinical documents, and assisting the clinical team with daily workflow.
The role involves working in a fast-paced environment, prioritising tasks and maintaining professionalism during busy periods. You will ensure patient information is handled confidentially and accurately, and contribute to the smooth running of the practice by working collaboratively with colleagues across reception and administration.
About us
We are a friendly, supportive training GP practice serving a diverse patient population with a strong commitment to delivering high-quality primary care. Our team includes 2 GP partners, 1 Salaried GP, and 2 Trainee GP's, a Practice Nurse, HCA, receptionists and administrators who work closely together to ensure patients receive a safe, efficient and compassionate service.
As a training practice, we value learning, development and continuous improvement. This means we maintain high standards, encourage staff to build their skills and ensure our practice remains forward-thinking and well-organised.
We have a positive and collaborative atmosphere, where staff look out for one another and take pride in providing excellent care, even during busy periods. We value reliability, good communication and a willingness to get involved and support the wider team. Although we are a small practice, we are forward-thinking and committed to improving the way we work, with a focus on training, development and patient experience.
Job description
Job responsibilities
To provide an efficient, friendly and professional reception and administrative service for the practice. The post holder will act as the first point of contact for patients, ensuring they are supported, signposted appropriately and treated with respect. The role involves managing a wide range of administrative duties to support the smooth running of the practice and contribute to high-quality patient care.
Reception Duties
-
Welcome patients and visitors to the practice in a polite and professional manner.
Answer incoming calls promptly and efficiently, managing appointment booking, triage signposting and general enquiries.
-
Maintain an organised reception area and ensure confidentiality at all times.
-
Check patients in for appointments and manage the electronic call system.
-
Deal with patient queries, concerns and signpost appropriately to clinical or administrative teams.
-
Process incoming and outgoing mail and correspondence.
Administrative Duties
-
Process prescription requests in line with practice protocols.
-
Handle patient registrations, deductions and amendments accurately.
-
Support with scanning, coding and workflow of clinical documents.
-
Manage and respond to tasks from clinicians and the wider administrative team.
-
Assist with recalls, data collection and administrative support for QOF, enhanced services and practice audits as required.
-
Maintain accurate patient records using the clinical system (e.g. EMIS).
-
Support the practice team with general office duties as required.
Communication
Communicate effectively with patients, carers and colleagues.
Escalate concerns or challenging behaviour appropriately to senior staff.
Work collaboratively with the reception and admin team to ensure tasks are completed in a timely and accurate manner.
Training & Development
-
Participate in induction, mandatory training and ongoing development.
-
Engage in team meetings, learning sessions and any relevant training provided by the training practice.
-
Be willing to learn new skills and adapt to changes within the practice.
Confidentiality & Compliance
-
Maintain strict confidentiality of patient and practice information at all times.
-
Adhere to practice policies, procedures and NHS guidelines.
-
Comply with GDPR, safeguarding and health & safety requirements.
-
Report any incidents, concerns or risks to the Practice Manager.
Job description
Job responsibilities
To provide an efficient, friendly and professional reception and administrative service for the practice. The post holder will act as the first point of contact for patients, ensuring they are supported, signposted appropriately and treated with respect. The role involves managing a wide range of administrative duties to support the smooth running of the practice and contribute to high-quality patient care.
Reception Duties
-
Welcome patients and visitors to the practice in a polite and professional manner.
Answer incoming calls promptly and efficiently, managing appointment booking, triage signposting and general enquiries.
-
Maintain an organised reception area and ensure confidentiality at all times.
-
Check patients in for appointments and manage the electronic call system.
-
Deal with patient queries, concerns and signpost appropriately to clinical or administrative teams.
-
Process incoming and outgoing mail and correspondence.
Administrative Duties
-
Process prescription requests in line with practice protocols.
-
Handle patient registrations, deductions and amendments accurately.
-
Support with scanning, coding and workflow of clinical documents.
-
Manage and respond to tasks from clinicians and the wider administrative team.
-
Assist with recalls, data collection and administrative support for QOF, enhanced services and practice audits as required.
-
Maintain accurate patient records using the clinical system (e.g. EMIS).
-
Support the practice team with general office duties as required.
Communication
Communicate effectively with patients, carers and colleagues.
Escalate concerns or challenging behaviour appropriately to senior staff.
Work collaboratively with the reception and admin team to ensure tasks are completed in a timely and accurate manner.
Training & Development
-
Participate in induction, mandatory training and ongoing development.
-
Engage in team meetings, learning sessions and any relevant training provided by the training practice.
-
Be willing to learn new skills and adapt to changes within the practice.
Confidentiality & Compliance
-
Maintain strict confidentiality of patient and practice information at all times.
-
Adhere to practice policies, procedures and NHS guidelines.
-
Comply with GDPR, safeguarding and health & safety requirements.
-
Report any incidents, concerns or risks to the Practice Manager.
Person Specification
Qualifications
Essential
- Good standard of general education (GCSE English and Maths or equivalent)
Experience
Essential
- Experience working in a busy reception, customer service or administrative environment
- Experience dealing with the public, both face-to-face and over the telephone
- Experience using IT systems confidently and accurately
- Experience working as part of a team to meet deadlines and manage workload
- Strong organisational skills with the ability to prioritise tasks effectively
- Ability to work in a fast-paced environment and handle competing demands
- Good attention to detail and accuracy when processing information
- Ability to maintain strict confidentiality at all times
Desirable
Person Specification
Qualifications
Essential
- Good standard of general education (GCSE English and Maths or equivalent)
Experience
Essential
- Experience working in a busy reception, customer service or administrative environment
- Experience dealing with the public, both face-to-face and over the telephone
- Experience using IT systems confidently and accurately
- Experience working as part of a team to meet deadlines and manage workload
- Strong organisational skills with the ability to prioritise tasks effectively
- Ability to work in a fast-paced environment and handle competing demands
- Good attention to detail and accuracy when processing information
- Ability to maintain strict confidentiality at all times
Desirable
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.
