Job summary
Join Our Team as a Receptionist and Administrator
Medicus Health Partners is seeking an organised and proactive Receptionist and Administrator to join our team. This role offers 20 to 37.5 hours per week, with part-time and full-time applications welcome.
As the first point of contact for patients and visitors, you will create a professional and positive experience while supporting the efficient running of the practice.
Role Summary
Provide general assistance to the Practice team and present a courteous and professional image to patients and visitors, both in person and on the telephone. Responsibilities include receiving and directing patients, managing appointments and prescription requests, accurate data entry, and providing administrative and clerical support to ensure effective service delivery. You will also facilitate communication between patients, primary and secondary care services, and external agencies.
Why Join Us?
We value excellent communication, patience, understanding, and a strong commitment to patient-centred care. You will work within a supportive team that promotes equality, diversity, confidentiality (including GDPR), and high standards of quality. Full training will be provided.
Apply via NHS Jobs with your CV.
Main duties of the job
The purpose of the role is to:
- Offer 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
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
- Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team
- Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
About us
Medicus Health Partners is the largest GP partnership in Enfield, North London the only super practice of its kind here serving over 94,000 patients across 9 fully integrated locations.
Team Introduction
Led by 32 GP Partners with dedicated managers and clinical teams, we operate as a single contract since 2021, sharing systems for seamless patient access anywhere under the Medicus logo. Part of Enfield Unity Primary Care Network, our collaborative staff deliver clinical excellence and compassionate care closer to home.
Atmosphere and Work Ethic
Our friendly, supportive atmosphere emphasises progress, innovation, and patient choice upgrading sites, launching new services/technology (including COVID-19 Vaccine Hub at Carlton House), and partnering for enhanced options. We uphold the GP Patient Charter, online access, and a culture of quality improvement, fairness, and teamwork.
Benefits of Working Here
Thrive in a dynamic, governed environment focused on staff development, resource-sharing, and community impact making healthcare better daily while enjoying integrated operations and forward-thinking vision.
Job description
Job responsibilities
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Manager/Practice Manager, dependent on current and evolving Practice workload and staffing levels:
- Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
- To receive and direct patients and visitors to the Practice, promptly and courteously, ensuring that accurate information is supplied.
- To be aware of the practice philosophy and to treat patients/ visitors with respect, and tolerance and offer constructive support to colleagues and general public.
- To be responsible with other members of the reception team for maintaining and monitoring the Practice appointments system
- Processing appointments; including personal, telephone and online requests for appointments, visits and telephone consultations and ensuring patients are directed to the appropriate healthcare professional
- To have working knowledge of the telephone systems (during and after hours) and have an appropriate telephone manner.
- Registering patients in accordance with practice guidelines.
- Processing repeat prescriptions in accordance with Practice guidelines
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedure
- Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, faxing, photocopying and scanning.
- Processing and distributing incoming and franking outgoing mail and emails
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- To deal with delegated tasks efficiently, according to guidelines set, and reporting regularly any problems and targets reached as required.
- To be aware of income generating activities, to ensure that all policies are carried out to generate a high income.
- To be aware of all Practice procedures and work in accordance with written protocols
- Dealing with spillages and samples.
- Taking messages and passing on information
- Clearing and re-stock consulting rooms as required
- Ordering, re-ordering and monitoring of stationery and other supplies
- Keeping the reception area, consulting rooms and notice-boards and leaflet dispensers area are always kept tidy and free from hazards in accordance with Practice Policies.
- Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy.
- To work flexibly according to the needs of the Practice and provide cover for absent colleagues.
- To undertake mandatory and additional training as identified by the practice.
- Any other duties, appropriate to the grade, as required by the Practice Manager/ Reception Managers
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training
- Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
- Attend admin meetings as and when required
- Attend update courses including mandatory training and any other additional courses the practice sees fit for purpose.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
- Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Job description
Job responsibilities
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Manager/Practice Manager, dependent on current and evolving Practice workload and staffing levels:
- Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
- To receive and direct patients and visitors to the Practice, promptly and courteously, ensuring that accurate information is supplied.
- To be aware of the practice philosophy and to treat patients/ visitors with respect, and tolerance and offer constructive support to colleagues and general public.
- To be responsible with other members of the reception team for maintaining and monitoring the Practice appointments system
- Processing appointments; including personal, telephone and online requests for appointments, visits and telephone consultations and ensuring patients are directed to the appropriate healthcare professional
- To have working knowledge of the telephone systems (during and after hours) and have an appropriate telephone manner.
- Registering patients in accordance with practice guidelines.
- Processing repeat prescriptions in accordance with Practice guidelines
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedure
- Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, faxing, photocopying and scanning.
- Processing and distributing incoming and franking outgoing mail and emails
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- To deal with delegated tasks efficiently, according to guidelines set, and reporting regularly any problems and targets reached as required.
- To be aware of income generating activities, to ensure that all policies are carried out to generate a high income.
- To be aware of all Practice procedures and work in accordance with written protocols
- Dealing with spillages and samples.
- Taking messages and passing on information
- Clearing and re-stock consulting rooms as required
- Ordering, re-ordering and monitoring of stationery and other supplies
- Keeping the reception area, consulting rooms and notice-boards and leaflet dispensers area are always kept tidy and free from hazards in accordance with Practice Policies.
- Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy.
- To work flexibly according to the needs of the Practice and provide cover for absent colleagues.
- To undertake mandatory and additional training as identified by the practice.
- Any other duties, appropriate to the grade, as required by the Practice Manager/ Reception Managers
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training
- Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
- Attend admin meetings as and when required
- Attend update courses including mandatory training and any other additional courses the practice sees fit for purpose.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
- Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Experience
Essential
- Front line/customer service experience
Desirable
- GP practice/NHS experience; Reception/admin in healthcare
Personal Qualities
Essential
- Patient-centred; Patience/understanding; Courteous/professional; Team player; Flexible; Works under pressure
Desirable
- Knowledge of equality/diversity; NHS processes (e.g., appointments/prescriptions)
Skills/knowledge
Essential
- Excellent verbal/written communication; Excellent IT skills; Organisational skills; Telephone manner
Desirable
- EMIS Web/Docman; Medical terminology; GDPR/confidentiality protocols
Qualifications
Essential
- Good general education to GCSE or equivalent (Grade B+ in Maths/English)
Desirable
- NVQ Level 2/3 in Admin/Health & Social Care
Person Specification
Experience
Essential
- Front line/customer service experience
Desirable
- GP practice/NHS experience; Reception/admin in healthcare
Personal Qualities
Essential
- Patient-centred; Patience/understanding; Courteous/professional; Team player; Flexible; Works under pressure
Desirable
- Knowledge of equality/diversity; NHS processes (e.g., appointments/prescriptions)
Skills/knowledge
Essential
- Excellent verbal/written communication; Excellent IT skills; Organisational skills; Telephone manner
Desirable
- EMIS Web/Docman; Medical terminology; GDPR/confidentiality protocols
Qualifications
Essential
- Good general education to GCSE or equivalent (Grade B+ in Maths/English)
Desirable
- NVQ Level 2/3 in Admin/Health & Social 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.
