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Job summary

Hickings Lane Medical Centre is a friendly practice with approximately 6,650 patients. Having obtained an Outstanding rating with the Clinical Quality Commission, we are committed to providing patient-centred care in a happy, supportive and well-organised working environment.

We are looking to recruit a new Receptionist/Administrator to our team. The ideal candidate will be reliable with a flexible can do attitude to work, and must be able to demonstrate exceptional customer service skills. They will be highly motivated and able to work under pressure to deadlines. The ability to prioritise workloads and communicate with all staff groups is required. Along with excellent keyboard skills and accurate data collection & entry, a keen eye for detail is essential. A medical background is preferable but not necessary as full training will be given.

Main duties of the job

Telephone Duties

  • Making appointments and signposting patients to appropriate services
  • Taking requests for prescriptions
  • Home visit requests
  • Deal with general enquiries and complaints

Reception Duties

  • Register new patients and temporary residents
  • Greet and direct patients and visitors
  • Handing out prescriptions
  • Respond to needs of the clinical team
  • Collect payments from patients for non-NHS services


  • Dealing with requests for repeat prescriptions
  • Raising prescriptions as per Practice protocols
  • Dealing with queries relating to repeat prescriptions


  • Input and extract information from Practice computer system
  • Observe health and safety guidelines at all times
  • General housekeeping
  • Any other reasonable duties as necessary

About us

We are a very friendly, forward thinking GP Partner Practice in Stapleford with a list size of approximately 6,650 patients.

At Hickings Lane Medical Centre we recognise that the quality of care we provide is only as good as the quality of the people that work at our practice. We are proud to be rated Outstanding in by CQC.

We are committed to providing an open, friendly and supportive environment where all staff are comfortable sharing ideas and who can expect to be provided with all the tools and support they need to enjoy working and succeeding.


  • Competitive salary - negotiable dependant on experience
  • NHS pension or NEST
  • Role fully supported we are a medical student teaching practice with many years experience of teaching, excellent feedback from students and train administrative apprentices
  • Working with GPs and Nurses with a wide range of special interests including diabetes, family planning, minor surgery and dermatology.

Job description

Job responsibilities


To be responsible for undertaking a wide range of administrative duties which include registering patients, booking appointments, ensuring all information is managed correctly, filed and followed up accordingly. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the practice.


1. Reception Duties

a) Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely.

b) Answer all incoming phone calls from patients and other healthcare professionals. Divert them as appropriate, and/or take and pass on messages.

c) Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary.

d) Make/cancel/rearrange appointments via the clinical system.

e) Support and assist clinicians as required.

f) Arrange interpreters as necessary.

g) Ensure up to date patient information is recorded.

h) Give test results where appropriate.

i) Deal with requests and completed medical reports. Including the receipt of fees for such reports.

j) Daily preparation of clinical rooms at the beginning and end of the day.

k) Keeping tidy the workspace and waiting area.

l) Each morning, open premises, do security and heating and ventilation checks.

m) Each evening, perform the lockdown procedure, set alarms and lock premises.

2. Clerical Duties

a) Ensure that repeat prescriptions are done accurately and efficiently following protocol.

b) Deal with GP Links including the amendment and deduction of patients records.

c) Monitor incoming electronic test results to ensure prompt review by clinicians.

d) Data entry of new and temporary registrations and relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters.

e) Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary.

f) Retrieve paper notes from storage unit as requested.

g) Photocopy documents as required.

h) Deal with referrals to primary and secondary care.

i) Action tasks set by clinicians via the clinical systems and email.

j) Open, stamp and distribute practice post as instructed.

3. Data Duties

a) Reviewing medical records of new patients, inputting and summarising medical history.

b) Registering patients.

c) Read coding medical data into clinical system and computerised medical record of patient.

d) Set up and run clinical searches.

e) Interrogate data for audit purposes.

f) Maintain the appointment system and set up templates in order to do so.

g) To provide and maintain information required for public health targets. This will include data checking and liaising with the clinical team to improve performance.

h) Take part in practice performance related to recalls for patients. This will include maintaining an up to date register and working on improvement.

4. General Duties

a) Be involved generally in the maintaining and encouraging of adequate security measures e.g. locking doors, setting security alarm where relevant.

b) Leave desk tidy at the end of each day.

c) Maintain the Health and Safety of all staff, patients and visitors.

d) Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity with the agreement of the Practice Manager.

e) Comply and familiarise yourself with the Practices policies and procedures.

f) Carry out any other duties as reasonably requested by the Clinicians or Management.

Person Specification



  • Experience of working with the general public


  • Experience of working at a GP practice
  • Experience of reception work



  • Good standard of general education
  • GCSE Mathematics C or above
  • GCSE English C or above


  • AMSPAR Receptionist certificate
  • NVQII in Customer Care
  • CLAIT Qualification

Knowledge, behaviours and skills


  • Excellent communication skills (Written and Oral)
  • IT skills
  • Clear, polite telephone manner
  • Time Management and the ability to work to deadlines
  • Problem solving skills
  • Interpersonal skills
  • Smart, polite and confident
  • Planning and organising
  • Performing under pressure
  • Adaptability
  • Using initiative
  • Team working
  • Self motivated
  • Flexibility
  • Confidentiality
  • Caring, compassionate, understanding


  • Knowledge of SystmOne

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








Employer's website (Opens in a new tab)

For questions about the job, contact:

Karen Platt


Date posted

12 January 2022

Pay scheme



£10 to £15 an hour Depending on experience



Working pattern

Flexible working

Reference number


Job locations






120 Ryecroft Street




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