Job summary
Hartington Surgery is looking for an enthusiastic and organised
Receptionist / Administrator to join our friendly and dedicated team.
This is a
key role within the practice, supporting patients and colleagues by providing a
welcoming, efficient, and professional front-of-house service.
The successful
candidate will play an important part in ensuring the smooth day-to-day running
of the surgery, helping us to deliver high-quality care to our community.
You will work 30 hours per week across 4 days, including a late shift until
8pm on Mondays and regular early starts from 8am, with some finishes up to
6.30pm. We invite applications from people wishing to work flexibly / job share.
We are seeking someone with excellent communication skills, attention
to detail, and a compassionate, patient-focused approach.
Previous experience
in a healthcare or customer service environment would be an advantage but is
not essential, as full training will be provided.
Closing date: Thursday 14th November 2025 (please note, the advert may close
early if we receive a high number of applications).
Interviews: Week commencing Monday 17th November 2025.
Join us at Hartington Surgery and be part of a supportive team that makes a
real difference every day.
Main duties of the job
The Receptionist / Administrator at Hartington Surgery will provide a
professional and efficient first point of contact for patients and visitors,
ensuring the smooth day-to-day running of the practice.
Duties include greeting
patients in person, via telephone, or electronically; booking and managing
appointments; registering new patients; processing prescription requests;
handling enquiries; and supporting the wider administrative and clinical teams.
The role involves a range of administrative responsibilities such as scanning
and filing clinical correspondence, processing incoming and outgoing mail,
coding and data entry on EMIS and Docman, preparing pathology requests, and
maintaining accurate patient records in line with GDPR and confidentiality
policies.
The postholder will assist with QOF recalls, ensuring patients are
invited for necessary reviews and that all data is accurately recorded to
support quality care targets.
Additional tasks include managing office and
clinical stock, organising transport bookings, and undertaking daily opening
and closing procedures.
A commitment to excellent customer service, teamwork,
and maintaining a tidy, welcoming environment is essential, along with
flexibility and a proactive approach to supporting the overall operation of the
surgery.
About us
Hartington Surgery is a small, but
busy, rural General Practice which is in the heart of the Peak District
National Park close to the Derbyshire, Staffordshire border.
The Practice is fully dispensing and
holds a General Medical Services contract to provide a range of medical care to
approximately 3300 patients. The varied population is employed in farming,
quarrying, leisure, and tourism as well as being central for commuting to towns
and cities in each direction.
There is a small enthusiastic,
experienced team comprising of GP Principal, Sessional GP's, Practice Manager, Advanced Clinical Practitioners, Nurses,
Receptionists and Dispensers. The strong team work closely with each other and
have built good working relationships.
The Practice has been rated as
Outstanding by CQC and there is a commitment to deliver safe, excellent
personal patient care and health promotion, offering respect and dignity in a
friendly atmosphere whilst promoting equality and diversity in an inclusive
setting.
The Practice is innovative and
forward thinking and proactively embraces change and new technology.
Premises are all on one level and are
modern and spacious with the additional benefit of a large car park.
Informal visits from potential
candidates are encouraged.
Job description
Job responsibilities
Job Summary:
To provide
an effective and efficient first point of contact for all patients and to
support the other members of the administrative and clinical teams.
To
facilitate data entry and administration.
Key Responsibilities:
Customer
Service
To attend
to patients in person at the hatch, SMS message, e-consultation and on the
telephone, promptly and courteously.
To answer
the telephone in respect of making patient appointments and other ad-hoc calls.
To answer
patients queries and book appointments as necessary on the clinical system.
To
register new patients and temporary residents as required.
To manage
E-Consult requests.
To give
blood test results and other patient results.
Sorting/stocking
up leaflets in the waiting area as required.
Organising
publicity campaigns as necessary in the waiting area.
Communicate effectively with patients and carers, recognising the need
for alternative methods of communication.
Anticipate barriers to communication and take action to improve.
Maintain effective communication within the practice environment and with
external stakeholders.
Prioritise, organise and manage own workload in a
manner that maintains and promotes quality.
Administrative Duties
Opening,
distributing and sorting daily post.
Scanning
incoming clinical mail into the patient records.
Resolving problems within the reception area.
Process prescription requests, referrals, and
other administrative forms.
Understand own scope of role and identify how this
may develop over time.
Work as an effective and responsible team member,
supporting others and exploring the mechanisms to meet patient need.
Prioritise own workload and ensure effective
time-management strategies are embedded within the culture of the team
Understand responsibility of self and others to the
practice and primary care trust regarding the Freedom of Information Act.
Ensure compliance with all relevant data protection
legislation, including the UK GDPR and the Data Protection Act 2018.
Handle sensitive and confidential information with
discretion, maintaining strict confidentiality at all times.
Implement and adhere to internal policies and
procedures related to data privacy, information governance, and secure data
handling.
Ensuring
safe handling/labelling of specimens prior to collection by couriers.
General
photocopying and scanning.
Clinical
Workflow; coding and data entry via Docman.
Clinical
searches.
Follow up
of diary entries.
Action and
follow up tasks with EMIS.
Booking
ambulances as required.
Preparing
clinical waste for collection.
Check and
action admin email throughout day.
Check and action
office diary.
Opening up
and closing down procedures.
Check and action
with computer patient notes and diary notes.
Complete
and print online blood test/pathology requests.
Franking
of and taking mail to the post office.
Ensure
stocks of office forms and are up to date.
Ensure
stock of sample pots for patients.
QOF Recalls
Assist
with the organisation and administration of QOF recalls, ensuring patients
attend necessary reviews and screenings.
Contact
patients via phone, SMS, or letter to remind them of due appointments or health
checks.
Ensure
accurate recording of QOF-related data to support practice targets and patient
care quality.
Other
tasks
Ensuring kitchen area is maintained in a clean
manner.
Ensure patient waiting area is kept tidy.
All functions relating to security, opening, closing the building.
Health and Safety checks including fire alarm
checks.
Any other duties as required to support the
smooth running of the Practice.
Support and participate in shared learning across
the practice and wider organisation.
Take responsibility for own learning, performance
and professional development (where applicable) including participating in
clinical supervision and acting as a positive role model for junior team
members.
Equality and diversity
Enable others to promote equality and diversity in a
non-discriminatory culture.
Act as a role model in the observance of equality
and diversity good practice.
Undertake any training required in order to meet the
needs of the Practice.
Job description
Job responsibilities
Job Summary:
To provide
an effective and efficient first point of contact for all patients and to
support the other members of the administrative and clinical teams.
To
facilitate data entry and administration.
Key Responsibilities:
Customer
Service
To attend
to patients in person at the hatch, SMS message, e-consultation and on the
telephone, promptly and courteously.
To answer
the telephone in respect of making patient appointments and other ad-hoc calls.
To answer
patients queries and book appointments as necessary on the clinical system.
To
register new patients and temporary residents as required.
To manage
E-Consult requests.
To give
blood test results and other patient results.
Sorting/stocking
up leaflets in the waiting area as required.
Organising
publicity campaigns as necessary in the waiting area.
Communicate effectively with patients and carers, recognising the need
for alternative methods of communication.
Anticipate barriers to communication and take action to improve.
Maintain effective communication within the practice environment and with
external stakeholders.
Prioritise, organise and manage own workload in a
manner that maintains and promotes quality.
Administrative Duties
Opening,
distributing and sorting daily post.
Scanning
incoming clinical mail into the patient records.
Resolving problems within the reception area.
Process prescription requests, referrals, and
other administrative forms.
Understand own scope of role and identify how this
may develop over time.
Work as an effective and responsible team member,
supporting others and exploring the mechanisms to meet patient need.
Prioritise own workload and ensure effective
time-management strategies are embedded within the culture of the team
Understand responsibility of self and others to the
practice and primary care trust regarding the Freedom of Information Act.
Ensure compliance with all relevant data protection
legislation, including the UK GDPR and the Data Protection Act 2018.
Handle sensitive and confidential information with
discretion, maintaining strict confidentiality at all times.
Implement and adhere to internal policies and
procedures related to data privacy, information governance, and secure data
handling.
Ensuring
safe handling/labelling of specimens prior to collection by couriers.
General
photocopying and scanning.
Clinical
Workflow; coding and data entry via Docman.
Clinical
searches.
Follow up
of diary entries.
Action and
follow up tasks with EMIS.
Booking
ambulances as required.
Preparing
clinical waste for collection.
Check and
action admin email throughout day.
Check and action
office diary.
Opening up
and closing down procedures.
Check and action
with computer patient notes and diary notes.
Complete
and print online blood test/pathology requests.
Franking
of and taking mail to the post office.
Ensure
stocks of office forms and are up to date.
Ensure
stock of sample pots for patients.
QOF Recalls
Assist
with the organisation and administration of QOF recalls, ensuring patients
attend necessary reviews and screenings.
Contact
patients via phone, SMS, or letter to remind them of due appointments or health
checks.
Ensure
accurate recording of QOF-related data to support practice targets and patient
care quality.
Other
tasks
Ensuring kitchen area is maintained in a clean
manner.
Ensure patient waiting area is kept tidy.
All functions relating to security, opening, closing the building.
Health and Safety checks including fire alarm
checks.
Any other duties as required to support the
smooth running of the Practice.
Support and participate in shared learning across
the practice and wider organisation.
Take responsibility for own learning, performance
and professional development (where applicable) including participating in
clinical supervision and acting as a positive role model for junior team
members.
Equality and diversity
Enable others to promote equality and diversity in a
non-discriminatory culture.
Act as a role model in the observance of equality
and diversity good practice.
Undertake any training required in order to meet the
needs of the Practice.
Person Specification
Experience
Essential
- Positive attitude to work, patients and colleagues
- Have a polite and friendly manner
- Takes pride in their work
- Ability to work as part of a team or on own under own initiative
- Experience of working with the general public in an administrative/customer service-based role
- Ability to maintain confidentiality at all times
Desirable
- Experience in working in General Practice
Skills and Abilities
Essential
- Strong IT skills including Microsoft Office products
- Word processing and data inputting skills
- Organised and ability to prioritise tasks
- Effective interpersonal skills with colleagues, patients and public
- Motivated and proactive
- Disclosure Barring Service (DBS) check
Desirable
- Experience of Docman would be an advantage
- Experience with Emis Web would be an advantage
- Flexibility to work outside of core office hours
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Person Specification
Experience
Essential
- Positive attitude to work, patients and colleagues
- Have a polite and friendly manner
- Takes pride in their work
- Ability to work as part of a team or on own under own initiative
- Experience of working with the general public in an administrative/customer service-based role
- Ability to maintain confidentiality at all times
Desirable
- Experience in working in General Practice
Skills and Abilities
Essential
- Strong IT skills including Microsoft Office products
- Word processing and data inputting skills
- Organised and ability to prioritise tasks
- Effective interpersonal skills with colleagues, patients and public
- Motivated and proactive
- Disclosure Barring Service (DBS) check
Desirable
- Experience of Docman would be an advantage
- Experience with Emis Web would be an advantage
- Flexibility to work outside of core office hours
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
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.