Receptionist - Llansamlet Surgery

Job description

Job responsibilities

JOB DESCRIPTION FOR MEDICAL RECEPTIONIST Llansamlet Surgery

The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder.

Responsible To: Reception Team Manager

When carrying out the following duties, it is the responsibility of the receptionist to:

Maintain confidentiality at all times with regards to members of the public and members of staff in accordance with the practices own policies.

As an employee of Llansamlet Surgery, you are legally responsible for all records that you gather, create or use as part of your work within the Practice (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records and you have a legal duty of confidence to service users (even after leaving the practice). You should consult the Practice Manager if you have any doubt as to the correct management of records with which you work.

Carry out procedures in a professional manner

Deal with people courteously

All employees of Llansamlet Surgery have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable the Practice to meet its own legal duties and to report any hazardous or defective equipment

Comply with in-house procedures and policies

Job Summary

The purpose of the role is to:

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

To remain calm and prioritise tasks whilst working in a busy environment, frequently dealing with competing demands from both patients and members of the practice and attached team

Main Duties:

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Managers/GP Partners dependent on current and evolving practice workload and staffing levels:

General Reception Duties

Open up premises and check heating, ventilation and lighting throughout the building

Computers and printers to be switched on in every room

Greeting and directing patients

Answering general inquiries, explaining surgery procedures

Making new and follow-up appointments

Ensuring an adequate supply of stationery is available in the consulting/treatment rooms and reception area.

Ventilating and tidying the waiting room as and when required

Registering new patients, according to practice procedure

Receive requests for new and repeat prescriptions and process them according to practice protocol

Ensure that the premises are properly secured before leaving in the evenings

Telephone Duties

Answering the telephone promptly, dealing with triage calls, taking messages

Signpost patients to the most appropriate service

Taking requests for home visits ensure that they are recorded properly on the computer and that doctor takes all calls

Directing patients who need to contact other attached staff e.g. Health Visitors or District Nurses

Ensure that all urgent messages are dealt with promptly and passed on to the appropriate person

Liaise with other health care teams e.g. hospital secretaries/social services

Respond to requests for test results from patients, strictly adhering to guidelines on patient confidentiality

Filing and Record Duties

For patients newly registered with the practice, transfer any paper records into A4 medical records according to practice procedure

Work with the clerical staff to ensure that medical records are processed for patients that have left our practice list and are despatched promptly to the Local Health Board

Follow in-house procedures for requests for private medicals/reports, ensuring that details are recorded accurately and monitor payment of fees

Maintenance of medical records and replacement of damaged files

Complete change of name/address forms as required

Scanning and Filing electronically

Computer Duties

Make/delete/change/check appointments for patients on computerised appointments system

Update patients record when necessary e.g. change name/address

Input data as instructed to comply with GDPR

Other Miscellaneous Duties

Photocopying and scanning

Be involved with audit/special projects

Preparation of refreshments as required

Comply with surgery procedures, working within set guidelines

Work with other colleagues to ensure that all work is completed daily and that reception runs efficiently

Follow any additional procedures required by the Partners and Practice Manager

Will be required to work additional hours for colleagues holiday/sickness absences

Personal / Professional Development

The post holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and / or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Personal / Professional Development, continued

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Equality & Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures, policies and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.

This Job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners and the Practice Manager.

(Reviewed February 2026)

Person Specification

Qualifications

Essential

• Proficiency in office software applications
• Excellent verbal and written communication skills

Desirable

• Trained in EMIS Clinical System

Experience

Essential

• Working in a fast-paced environment, demonstrating strong organisational skills and the ability to prioritise and multi task
• Previous experience in an office or administrative role

Desirable

• Experience of working in primary care

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

GP Practice in Wales

Address

Llansamlet Surgery

3 Frederick Place

Llansamlet

Swansea

SA7 9RY

Employer's website

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