Reception Supervisor/Medical Secretary

Job description

Job responsibilities

Reception duties:

• Greet patients and visitors as they arrive at the practice, ensuring a positive first impression.

• Manage patient appointments, including scheduling, rescheduling, and cancellations, using electronic booking systems.

• Answer incoming telephone calls promptly and courteously, directing inquiries to the appropriate staff members or departments.

• Respond to patient queries and provide information about services, opening hours, and other relevant information.

• Assist with general administrative tasks, such as photocopying, scanning, and filing documents.

• Adhere to practice policies and procedures, including those related to patient confidentiality and data protection.

• Handle queries and process requests for prescription medications.

Reception Supervisor duties:

• Supervise and support the reception team, ensuring high standards of customer service and professionalism at all times.

• Act as a first point of contact for all reception/admin duties including complex patient queries, complaints, or operational issues at reception.

• Assist with rota coordination, training, and induction of new reception staff as required.

• Ensure reception processes align with practice policies, procedures, and performance expectations.

Medical Secretary duties:

• Provide comprehensive secretarial and administrative support to clinicians and the multidisciplinary team.

• Process clinical correspondence accurately andin a timely manner.

• Type letters, reports & referrals documentation asrequired.

• Process referrals using the Electronic Referral System.

• Liaise with hospitals, community services, and other external agencies in line with current policies.

• Scan, code, and attach patient-related documentation to electronic healthcare records.

• Process requests for information as required.

Disclosure and Barring Service Check

This role is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check for any previous convictions.

UK right to work documentation

Applicants must have the right to work in the UK. Visa sponsorship is not available for this position.

Application information

Please note that we may close this advert ahead of the closing date once we have received enough qualified applications.

Person Specification

Experience

Essential

• Proven experience as a medical secretary within a GP practice or healthcare setting.
• Previous experience working as a GP receptionist.
• Excellent interpersonal and communication skills, with a calm, empathetic, and professional manner.
• Strong organisational skills and attention to detail, with the ability to multitask and prioritise effectively.
• Ability to work flexibly and adapt to changing priorities in a fast-paced environment.
• Strong IT skills.

Desirable

• Previous experience using EMIS.
• Previous experience supervising and leading a team.

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

St Georges Road Surgery

Address

102 St Georges Road

Coventry

West Midlands

CV1 2DL

Employer's website

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