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Catherine House Surgery

Patient Services Advisor (Reception/Administrator

The closing date is 30 January 2026

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Job summary

This is an exciting opportunity to join our relatively small and friendly, family-focused practice. The Patient Services team plays a vital role in the smooth running of the practice, working closely with patients, practice colleagues and partners across the wider community and our South Dartmoor and Totnes Primary Care Network.

Main duties of the job

We are seeking a welcoming, organised and enthusiastic team member to support our patients when they require access to our services. You will be actively involved in day-to-day reception duties as well as a range of administration tasks, being a main point of contact between patients, doctors, nurses, and other healthcare professionals. You will be responsible to the Administration Manager for day-to-day activities.

About us

Catherine House Surgery is situated within Totnes town and we care for approximately 5000 patients in Totnes and the surrounding area. We are part of South Dartmoor and Totnes Primary Care Network having a number of staff members working across the PCN practices.

We are a small friendly practice with 5 GPs, a GP Registrar, and usually two Foundation Year Two doctors, two practice nurses and 2 HCA's. We are a teaching practice with medical students from The Peninsula and Exeter Medical Schools and Physician Associate Students.

We aim to provide a friendly, personalised, effective and high-quality service, committed to the healthcare needs of our patients.

Details

Date posted

12 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A5344-26-0001

Job locations

Westward House

New Walk

Totnes

Devon

TQ9 5WB


Job description

Job responsibilities

Booking patient appointments with GPs and other healthcare professionals using the practice clinical system - Systmone - in accordance with practice guidelines.

Ensuring all information is recorded accurately and promptly onto the clinical or other relevant system, whilst maintaining rules of confidentiality.

Process referral requests, using ERS as required.

Ensure incoming mail is opened and scanned onto the clinical system promptly to maintain accurate and up-to-date patient records.

Responding to requests for assistance from patients and other visitors.

To receive incoming messages in a timely manner, take appropriate action, and deal with enquiries.

Attend staff and practice meetings when required.

Deal confidently and appropriately with emergency requests.

Maintaining filing and administrative systems, including the scanning of electronic information.

Demonstrate comprehensive, up-to-date knowledge of relevant support agencies and associated information.

Attend any role-specific course, as part of continuing professional development, and mandatory training as well as an annual appraisal.

Undertake any other appropriate duties as requested by Doctors, Practice Manager and Administration Manager.

Job description

Job responsibilities

Booking patient appointments with GPs and other healthcare professionals using the practice clinical system - Systmone - in accordance with practice guidelines.

Ensuring all information is recorded accurately and promptly onto the clinical or other relevant system, whilst maintaining rules of confidentiality.

Process referral requests, using ERS as required.

Ensure incoming mail is opened and scanned onto the clinical system promptly to maintain accurate and up-to-date patient records.

Responding to requests for assistance from patients and other visitors.

To receive incoming messages in a timely manner, take appropriate action, and deal with enquiries.

Attend staff and practice meetings when required.

Deal confidently and appropriately with emergency requests.

Maintaining filing and administrative systems, including the scanning of electronic information.

Demonstrate comprehensive, up-to-date knowledge of relevant support agencies and associated information.

Attend any role-specific course, as part of continuing professional development, and mandatory training as well as an annual appraisal.

Undertake any other appropriate duties as requested by Doctors, Practice Manager and Administration Manager.

Person Specification

Qualifications

Essential

  • English GCSE or equivalent.

Desirable

  • Other healthcare related qualification, customer services qualification.

Experience

Essential

  • Excellent communication skills (written and oral), good IT skills, clear and polite telephone manner, ability to work as a team member, good interpersonal skills, ability to follow policy and procedure.

Desirable

  • Experience of using clinical systems.

Disclosure and Barring Service Check

Essential

  • The post is subject to The Rehabilitation of Offenders Act (exceptions Order) 1975 and as such it will be necessary for a submission to be made to The disclosure and Barring Service (DBS) to check for any previous criminal convictions.
Person Specification

Qualifications

Essential

  • English GCSE or equivalent.

Desirable

  • Other healthcare related qualification, customer services qualification.

Experience

Essential

  • Excellent communication skills (written and oral), good IT skills, clear and polite telephone manner, ability to work as a team member, good interpersonal skills, ability to follow policy and procedure.

Desirable

  • Experience of using clinical systems.

Disclosure and Barring Service Check

Essential

  • The post is subject to The Rehabilitation of Offenders Act (exceptions Order) 1975 and as such it will be necessary for a submission to be made to The disclosure and Barring Service (DBS) to check for any previous criminal convictions.

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.

Employer details

Employer name

Catherine House Surgery

Address

Westward House

New Walk

Totnes

Devon

TQ9 5WB


Employer's website

https://www.catherinehousesurgery.co.uk/ (Opens in a new tab)

Employer details

Employer name

Catherine House Surgery

Address

Westward House

New Walk

Totnes

Devon

TQ9 5WB


Employer's website

https://www.catherinehousesurgery.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Natalie Kersey

Natalie.kersey1@nhs.net

01803862073

Details

Date posted

12 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A5344-26-0001

Job locations

Westward House

New Walk

Totnes

Devon

TQ9 5WB


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