Job summary
The post holder will work flexibly to support the efficient running of the practices administrative, reception, and clinical workflow functions. Acting as a first point of contact for patients and visitors, you will deliver high quality care while ensuring patient confidentiality and adherence to all practice protocols. The post holder is responsible for managing the flow of clinical correspondence and documentation through the practice. This includes processing, scanning, coding, and directing clinical information in line with workflow optimisation protocols to ensure that GPs and clinicians can prioritise the most appropriate correspondence.
The post holder will provide comprehensive reception support, administrative processing, and workflow management to ensure a smooth and safe patient journey, handling patient enquiries, manage appointments, process messages, action administrative tasks, and maintain accurate and up to date patient records across both reception and workflow functions. This role requires excellent communication skills, accuracy , strong organisational ability, and a commitment to delivering consistent, high quality care to patients.
The practice reserves the right to close the advert earlier than 16th April 2026 due to high volumes of applicants.
Main duties of the job
The post holder will be responsible for scanning and processing incoming clinical correspondence and sorting and stamping all incoming practice mail, coding of clinical correspondence and directing incoming correspondence to the relevant clinician and escalate if necessary. In addition, they will complete patient registrations and maintain accurate documentation to ensure compliance with patient confidentiality and in accordance with NHS guidelines. The post holder will be responsible for the summarisation of patient records, ensuring patient records are kept up to date. They will be required to complete end of day duties and follow practice protocols to ensure consistent and high-quality care is provided to our patients whilst maintaining and making sure records are accurate and up to date.
About us
Oaks Healthcare is a GP practice located in Cowplain, Hampshire.
Our purpose-built site is proud to deliver quality care to our patients in a supportive, multi-faceted, clinical and administrative practice working alongside and as part of our local PCN.
We were rated as a 'good' practice following our most recent CQC visit and our practice team are focused on striving towards being 'outstanding'.
Job description
Job responsibilities
The post-holder will work flexibly to support the efficient running of the practices administrative, reception, and clinical workflow functions. Acting as a first point of contact for patients and visitors, they will deliver high quality customer service while ensuring patient confidentiality and adherence to all practice protocols.
In addition, the role is responsible for managing the flow of clinical correspondence and documentation through the practice. This includes processing, scanning, coding, and directing clinical information in line with workflow optimisation protocols to ensure that GPs and clinicians can prioritise the most appropriate correspondence.
The post holder will provide comprehensive reception support, administrative processing, and workflow management to ensure a smooth, safe, and well organised patient journey. They will handle patient enquiries, manage appointments, process messages, action administrative tasks, and maintain accurate and up to date patient records across both reception and workflow functions.
This combined role requires excellent communication skills, attention to detail, strong organisational ability, and a commitment to delivering consistent, high quality care to patients and the wider practice team. Flexibility is essential, as duties may evolve to meet the changing needs of general practice. Making appointments as necessary and in line with practice procedures and actioning emails received within the practice inbox, forwarding correspondence to the appropriate staff member where required and escalating correspondence if necessary. The post holder will process tasks sent by the wider practice team which may include booking of appointments, contacting patients etc. The role involves processing all paperwork and pass acute prescriptions to the prescribing team etc. Duties also include Franking of practice post and maintaining the franking machine and stationary supplies.
Job description
Job responsibilities
The post-holder will work flexibly to support the efficient running of the practices administrative, reception, and clinical workflow functions. Acting as a first point of contact for patients and visitors, they will deliver high quality customer service while ensuring patient confidentiality and adherence to all practice protocols.
In addition, the role is responsible for managing the flow of clinical correspondence and documentation through the practice. This includes processing, scanning, coding, and directing clinical information in line with workflow optimisation protocols to ensure that GPs and clinicians can prioritise the most appropriate correspondence.
The post holder will provide comprehensive reception support, administrative processing, and workflow management to ensure a smooth, safe, and well organised patient journey. They will handle patient enquiries, manage appointments, process messages, action administrative tasks, and maintain accurate and up to date patient records across both reception and workflow functions.
This combined role requires excellent communication skills, attention to detail, strong organisational ability, and a commitment to delivering consistent, high quality care to patients and the wider practice team. Flexibility is essential, as duties may evolve to meet the changing needs of general practice. Making appointments as necessary and in line with practice procedures and actioning emails received within the practice inbox, forwarding correspondence to the appropriate staff member where required and escalating correspondence if necessary. The post holder will process tasks sent by the wider practice team which may include booking of appointments, contacting patients etc. The role involves processing all paperwork and pass acute prescriptions to the prescribing team etc. Duties also include Franking of practice post and maintaining the franking machine and stationary supplies.
Person Specification
Qualifications
Essential
- The successful candidate will be educated to a good standard, particularly in Mathematics and English Language. They will have a minimum of 2 years experience in a public reception environment dealing with public and patients face to face, over the telephone and within a Multi Disciplinary team. They will be competent in use of computerised systems with sound IT and keyboard skills. A flexible approach to working, managing workload and the ability to remain calm under pressure particularly when handling potential conflict are essential.
- Being tolerant, professional whilst empathetic are all key attributes
Desirable
- Ideally, the successful candidate will have some knowledge of Emis Web, the practice clinical system and some experience of working within Primary Care.
Person Specification
Qualifications
Essential
- The successful candidate will be educated to a good standard, particularly in Mathematics and English Language. They will have a minimum of 2 years experience in a public reception environment dealing with public and patients face to face, over the telephone and within a Multi Disciplinary team. They will be competent in use of computerised systems with sound IT and keyboard skills. A flexible approach to working, managing workload and the ability to remain calm under pressure particularly when handling potential conflict are essential.
- Being tolerant, professional whilst empathetic are all key attributes
Desirable
- Ideally, the successful candidate will have some knowledge of Emis Web, the practice clinical system and some experience of working within Primary Care.
