Job summary
The team at Waterfront & Solent Surgery in Hythe require an additional medical receptionist/administrator to join their team to provide Maternity Cover.
We are looking for a caring, hardworking individual who will thrive on providing excellent patient care and customer service in this varied role. You must possess a calm, confident manner; have good communication skills; have the ability to multi task; have a positive attitude and strong work ethic. Flexibility is also important and you must be able to work as part of a team.
The role is 35 hours a week, covering Tuesday to Friday from May 2025 to Dec 2025, covering a maternity leave.
Previous experience of working in a medical setting is preferred but not essential. In return we offer excellent, friendly working conditions and membership to the NHS pension scheme.
Main duties of the job
Main Purpose of the Job:
- To act as a welcoming and effective first point of contact for the practice for all visitors and telephone callers.
- To provide an efficient, effective and caring reception service
- To contribute to the smooth running of the practice
- To assist in good communication between all members of the practice team, patients and other external agencies.
- To provide an accurate channel of communication between patients, clinicians and all members of the practice team.
- To provide a reception and administration service for the practice.
About us
We are a small, friendly GP Practice based on the edge of the New Forest. We currently have 7800 patients.
We are part of the Waterside PCN and work collabartively to staff the local Urgent Care Centre at Hythe Hospital.
The staff at the Practice are dedicated to providing excellent service to our patients.
Job description
Job responsibilities
Key Tasks:
Reception:
- Greet patients on arrival to the practice, respond to their enquiries, check them in to the appointments system as required
- Take accurate messages for all practice team members and ensure that messages are delivered by the most appropriate method
- Make appointments for patients with all members of the practice team accurately and ensure that patients fully understand the date and time of appointment along with the details with whom the appointment has been made.
- Ensure that the waiting room is kept tidy, clean, safe and welcoming throughout the day.
- Monitor the progress of patients in the waiting room and ensure that there are justifiable reasons for long waiters. Reassure patients as necessary.
- Deal with prescription queries as needed.
- Receive and receipt payments from patients.
- Provide prospective and new patients with all the information and registration documentation that they will need in order to be accepted on the patient list.
- Ensure that the registration process is completed in a timely and accurate manner.
- Photocopying
- Receive all incoming mail, process according to practice protocols and distribute accurately.
- Print and collate blood forms for the following days clinics.
- Receive and start processing incoming report requests from patients.
Administration:
- Carry out follow-up tasks as required by the GPs.
- Deal with electronic items as appropriate. Complete messages from workflow when all action has been carried out.
- Process all requests for information about patients from external agencies according to practice protocols/guidelines.
- Take outgoing mail to the post office/letter box
- Process of paper such as registration of new patients, temporary residents, emergency and immediately necessary consultations.
- Receive and respond to incoming telephone calls and direct callers as necessary.
- Book appointments for patients.
- Answer the telephone as quickly as possible and direct callers to the relevant person in a calm, helpful and sensitive manner.
- Receive and process new patients electronic records according to practice protocols
- Process medical report requests and information as necessary.
- Process referrals as requested by the GPs.
- Action emails coming into the shared email box.
- Provide admin support for the Back Up GP on an allocated basis.
General:
- To attend and participate in team meetings.
- To participate in the practices performance appraisal programme.
- To participate in training events.
- To participate in the Saturday morning rotas.
- To report any health & safety defects to the Practice Manager.
- To act in accordance with the requirements of the Health & Safety at Work Act.
- To act in the best interest of the practice, patients and team members at all times.
- To observe the highest possible standards of information governance and data protection
- To adhere to all practice policies and procedures
Job description
Job responsibilities
Key Tasks:
Reception:
- Greet patients on arrival to the practice, respond to their enquiries, check them in to the appointments system as required
- Take accurate messages for all practice team members and ensure that messages are delivered by the most appropriate method
- Make appointments for patients with all members of the practice team accurately and ensure that patients fully understand the date and time of appointment along with the details with whom the appointment has been made.
- Ensure that the waiting room is kept tidy, clean, safe and welcoming throughout the day.
- Monitor the progress of patients in the waiting room and ensure that there are justifiable reasons for long waiters. Reassure patients as necessary.
- Deal with prescription queries as needed.
- Receive and receipt payments from patients.
- Provide prospective and new patients with all the information and registration documentation that they will need in order to be accepted on the patient list.
- Ensure that the registration process is completed in a timely and accurate manner.
- Photocopying
- Receive all incoming mail, process according to practice protocols and distribute accurately.
- Print and collate blood forms for the following days clinics.
- Receive and start processing incoming report requests from patients.
Administration:
- Carry out follow-up tasks as required by the GPs.
- Deal with electronic items as appropriate. Complete messages from workflow when all action has been carried out.
- Process all requests for information about patients from external agencies according to practice protocols/guidelines.
- Take outgoing mail to the post office/letter box
- Process of paper such as registration of new patients, temporary residents, emergency and immediately necessary consultations.
- Receive and respond to incoming telephone calls and direct callers as necessary.
- Book appointments for patients.
- Answer the telephone as quickly as possible and direct callers to the relevant person in a calm, helpful and sensitive manner.
- Receive and process new patients electronic records according to practice protocols
- Process medical report requests and information as necessary.
- Process referrals as requested by the GPs.
- Action emails coming into the shared email box.
- Provide admin support for the Back Up GP on an allocated basis.
General:
- To attend and participate in team meetings.
- To participate in the practices performance appraisal programme.
- To participate in training events.
- To participate in the Saturday morning rotas.
- To report any health & safety defects to the Practice Manager.
- To act in accordance with the requirements of the Health & Safety at Work Act.
- To act in the best interest of the practice, patients and team members at all times.
- To observe the highest possible standards of information governance and data protection
- To adhere to all practice policies and procedures
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Experience
Desirable
- Experience of working in Primary Care or in a GP Practice
- Experience of working in a medical setting
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Experience
Desirable
- Experience of working in Primary Care or in a GP Practice
- Experience of working in a medical setting
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.
