Job summary
We are looking to
hire an experienced part-time Medical Receptionist/Admin Assistant to join the
ACE Medical Partnership Practices. The position requires 20-25 hours per week,
with coverage for both morning and afternoon shifts over 4-5 days each week.
The
ideal candidate will possess prior experience in a GP surgery and demonstrate
exceptional customer service skills. They must be able to work effectively
under pressure, collaborate well within a team, and exhibit complete
flexibility to cover for absences and annual leave.
This
is a diverse and engaging role encompassing all aspects of medical reception
and administrative duties, utilizing Emisweb and Docman10 clinical systems.
Please
be aware that site coverage is required from 7:45am to 6:30pm. Therefore, a
flexible approach to start and finish times is necessary.
Applicants must
possess strong IT skills and have experience in reception work, preferably
within a medical environment.
Main duties of the job
Main Medical Receptionist Duties and Responsibilities
The Main Medical Receptionist provides a professional, efficient, and patient-focused reception and administrative service, acting as the first point of contact for patients and visitors. Duties may vary under the direction of the Senior Receptionist or Practice Manager in line with service needs.
Responsibilities include opening and securing the premises, activating/deactivating alarms, and ensuring reception and waiting areas are safe, tidy, and welcoming. The role involves maintaining the appointments system, booking routine, urgent, and follow-up appointments, and managing patient flow effectively.
The receptionist undertakes telephone triage in accordance with practice protocols, asking approved questions, identifying urgency, and directing patients to the most appropriate clinician or service without providing clinical advice. Telephone calls are handled professionally, messages taken accurately, and information passed on promptly.
Duties also include registering new patients, updating patient records, filing correspondence, processing repeat prescriptions, handling incoming and outgoing mail, and providing clerical support such as scanning, photocopying, and data entry. The role involves advising patients of private fees, taking payments, issuing receipts, facilitating clinical waste collections, and supporting communication with healthcare providers. Teamworking, and high standards of customer care.
About us
Welcome to ACE Medical
Partnership
At
ACE Medical Partnership, we are committed to providing the highest possible
standard of healthcare for our patients. Our team of dedicated doctors and
health professionals strive for excellence in medical practice through
continuous audit of patient care, peer assessments, and ongoing professional
learning and development.
We
operate collaboratively across multiple locations, including our main surgery
at Pound Road, as well as our branch surgeries at Maypole Health Centre
"Dr Aneja" and Birmingham Heartlands Surgery.
At
ACE Medical Partnership, we believe that our greatest asset is our team. That's
why we are committed to providing unparalleled opportunities for professional
growth and development. When you join our surgery, you become part of a
supportive and forward-thinking environment that values continuous learning and
improvement.
ACE Medical Partnership is proud to be part of
Birmingham SmartCare, a GP Federation established in 2016. Birmingham SmartCare
is a clinician-led organization aimed at enhancing health and well-being in our
community through collaborative efforts in primary care
Job description
Job responsibilities
Job Description
Job Title: Medical Receptionist / Admin Assistant
Reports To: Senior Receptionist / Practice Manager
Hours: 2025 hours per week
Job Summary
The Medical Receptionist/Admin Assistant provides a professional, courteous, and efficient point of contact for patients and visitors, both in person and via telephone. The role ensures patients are directed to the appropriate service or healthcare professional, assists the practice team with administrative duties, and supports effective communication across primary, secondary, and other healthcare services.
The post-holder contributes to the smooth running of the practice, maintaining high standards of confidentiality, quality, and patient care, while promoting a welcoming and supportive environment.
Key Duties and Responsibilities
Premises and Reception:
-
Open and prepare the practice premises, including deactivating alarms, readying reception and waiting areas.
-
Ensure the building is fully secured at the end of the day, including switching off lights and activating alarms.
-
Maintain a tidy, welcoming, and safe reception and waiting area.
-
Make and serve refreshments; keep kitchen areas clean and tidy.
-
Ensure reception notices, leaflet dispensers, and patient information displays are orderly and current.
Patient Services:
-
Greet patients and manage flow within the practice efficiently.
-
Respond to general enquiries, explain procedures, and manage new and follow-up appointments.
-
Use professional judgment to identify patients needing urgent attention and ensure they are seen safely and promptly.
-
Advise patients on private service charges, accept payments, and issue receipts.
Telephone Management and Triage:
-
Answer and make telephone calls professionally, taking accurate messages and ensuring prompt delivery.
-
Undertake telephone triage in accordance with approved practice protocols to assess urgency and direct patients to the appropriate clinician or service.
-
Respond to appointment, home visit, and telephone consultation requests, ensuring patients are routed correctly.
Records and Administration:
-
Register new patients accurately and promptly; update patient information on the computer system.
-
Retrieve, file, and maintain patient records and correspondence, ensuring correct filing and alphabetical order.
-
Process repeat prescriptions in line with practice guidelines.
-
Manage incoming and outgoing mail, document scanning, photocopying, and general clerical support for clinical and administrative staff.
-
Maintain accurate data entry and collate information in line with practice procedures.
Health & Safety:
-
Follow practice health & safety policies, infection control procedures, and personal security guidelines.
-
Identify and report hazards promptly and maintain a tidy and safe work environment.
-
Participate in periodic infection control training and demonstrate awareness of safeguarding procedures for children and vulnerable adults.
Confidentiality:
-
Maintain strict confidentiality regarding patient, staff, and practice information in line with GDPR and practice policies.
-
Only share sensitive information with authorised persons as per practice protocols.
Equality and Diversity:
-
Treat patients, carers, colleagues, and visitors with respect, dignity, and sensitivity.
-
Uphold equality, diversity, and inclusion, acting in a non-judgmental and professional manner.
Personal/Professional Development:
-
Participate in training and annual performance reviews.
-
Take responsibility for ongoing professional development and maintain records of learning and competencies.
-
Support and share knowledge with colleagues where appropriate.
Quality and Communication:
-
Strive to maintain quality standards, identify risks, and contribute to continuous improvement.
-
Communicate effectively with patients, carers, and team members.
-
Recognise and respond appropriately to alternative communication needs.
-
Manage workload, time, and resources effectively, reflecting on team performance and suggesting improvements.
Contribution to Service Implementation:
-
Apply practice policies, standards, and guidance to daily tasks.
-
Participate in audits and service evaluations as required.
-
Discuss policies and procedures with the team to understand impact on own work.
Additional Duties:
This job description reflects the main duties of the post-holder. Duties may be reviewed periodically in consultation with the post-holder to reflect service needs and organisational priorities.
Job description
Job responsibilities
Job Description
Job Title: Medical Receptionist / Admin Assistant
Reports To: Senior Receptionist / Practice Manager
Hours: 2025 hours per week
Job Summary
The Medical Receptionist/Admin Assistant provides a professional, courteous, and efficient point of contact for patients and visitors, both in person and via telephone. The role ensures patients are directed to the appropriate service or healthcare professional, assists the practice team with administrative duties, and supports effective communication across primary, secondary, and other healthcare services.
The post-holder contributes to the smooth running of the practice, maintaining high standards of confidentiality, quality, and patient care, while promoting a welcoming and supportive environment.
Key Duties and Responsibilities
Premises and Reception:
-
Open and prepare the practice premises, including deactivating alarms, readying reception and waiting areas.
-
Ensure the building is fully secured at the end of the day, including switching off lights and activating alarms.
-
Maintain a tidy, welcoming, and safe reception and waiting area.
-
Make and serve refreshments; keep kitchen areas clean and tidy.
-
Ensure reception notices, leaflet dispensers, and patient information displays are orderly and current.
Patient Services:
-
Greet patients and manage flow within the practice efficiently.
-
Respond to general enquiries, explain procedures, and manage new and follow-up appointments.
-
Use professional judgment to identify patients needing urgent attention and ensure they are seen safely and promptly.
-
Advise patients on private service charges, accept payments, and issue receipts.
Telephone Management and Triage:
-
Answer and make telephone calls professionally, taking accurate messages and ensuring prompt delivery.
-
Undertake telephone triage in accordance with approved practice protocols to assess urgency and direct patients to the appropriate clinician or service.
-
Respond to appointment, home visit, and telephone consultation requests, ensuring patients are routed correctly.
Records and Administration:
-
Register new patients accurately and promptly; update patient information on the computer system.
-
Retrieve, file, and maintain patient records and correspondence, ensuring correct filing and alphabetical order.
-
Process repeat prescriptions in line with practice guidelines.
-
Manage incoming and outgoing mail, document scanning, photocopying, and general clerical support for clinical and administrative staff.
-
Maintain accurate data entry and collate information in line with practice procedures.
Health & Safety:
-
Follow practice health & safety policies, infection control procedures, and personal security guidelines.
-
Identify and report hazards promptly and maintain a tidy and safe work environment.
-
Participate in periodic infection control training and demonstrate awareness of safeguarding procedures for children and vulnerable adults.
Confidentiality:
-
Maintain strict confidentiality regarding patient, staff, and practice information in line with GDPR and practice policies.
-
Only share sensitive information with authorised persons as per practice protocols.
Equality and Diversity:
-
Treat patients, carers, colleagues, and visitors with respect, dignity, and sensitivity.
-
Uphold equality, diversity, and inclusion, acting in a non-judgmental and professional manner.
Personal/Professional Development:
-
Participate in training and annual performance reviews.
-
Take responsibility for ongoing professional development and maintain records of learning and competencies.
-
Support and share knowledge with colleagues where appropriate.
Quality and Communication:
-
Strive to maintain quality standards, identify risks, and contribute to continuous improvement.
-
Communicate effectively with patients, carers, and team members.
-
Recognise and respond appropriately to alternative communication needs.
-
Manage workload, time, and resources effectively, reflecting on team performance and suggesting improvements.
Contribution to Service Implementation:
-
Apply practice policies, standards, and guidance to daily tasks.
-
Participate in audits and service evaluations as required.
-
Discuss policies and procedures with the team to understand impact on own work.
Additional Duties:
This job description reflects the main duties of the post-holder. Duties may be reviewed periodically in consultation with the post-holder to reflect service needs and organisational priorities.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Qualified to NVQ level 2 in Health and Social Care
- OR
- Qualified to NVQ level 3
Competencies – Able to deal with people in a calm and polite manner
Essential
- Competencies Able to deal with people in a calm and polite manner even when under pressure. Good inter-personal and communication skills. Must be organised, reliable and punctual with a flexible approach to working across all Practice sites. Competent working with computers.
Experience
Essential
- Experience of reception and admin assistant work
Desirable
- Experience of reception work, preferably in a medical setting desirable. Must be competent and confident in using computers
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Qualified to NVQ level 2 in Health and Social Care
- OR
- Qualified to NVQ level 3
Competencies – Able to deal with people in a calm and polite manner
Essential
- Competencies Able to deal with people in a calm and polite manner even when under pressure. Good inter-personal and communication skills. Must be organised, reliable and punctual with a flexible approach to working across all Practice sites. Competent working with computers.
Experience
Essential
- Experience of reception and admin assistant work
Desirable
- Experience of reception work, preferably in a medical setting desirable. Must be competent and confident in using computers
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.
