Job summary
Job Vacancy: Receptionist/Administrator
We are excited to offer an excellent opportunity to join our warm, welcoming, and successful Practice as a Receptionist/Administrator.
We're looking for someone reliable, motivated, a good team player and committed to delivering excellent patient service.
Location:
Primarily based at Scawsby Health Centre, with occasional work at our branch site in Bentley when required.
Hours:
Part-time 16-20 hours per week
Working Monday to Friday between 8:00am and 6:30pm
Reports to:
Practice Manager and Senior Receptionist/Administrator
Benefits:
What Were Looking For
We are seeking a polite, professional, friendly, and highly motivated individual who can:
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Work well independently and as part of a team
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Stay calm and professional when dealing with patients in all situations
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Follow practice policies and procedures accurately
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Maintain confidentiality and professionalism at all times
Key Skills & Requirements
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Excellent telephone manner and communication skills
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Strong IT skills
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Good organisational and time management skills
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Good standard of education
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Relevant administrative qualifications (desirable)
Previous experience is desirable but not essential we value the right attitude and commitment to learning.
If youre looking to be part of a supportive and dynamic team in a well-established healthcare setting, wed love to hear from you!
Main duties of the job
Main Duties of the Receptionist Role:
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Reception Duties:
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Greet and assist patients in person or via telephone.
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Manage appointment bookings and direct patients to the correct healthcare professional.
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Handle repeat prescription requests and patient queries.
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Administrative Tasks:
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Process patient registrations, referrals, letters, emails, and medical documents.
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Scan, code, file, photocopy, and manage incoming/outgoing post.
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Maintain patient records and disease registers.
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Support Functions:
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Provide clerical support to clinical and administrative staff.
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Help ensure the practice is clean, stocked, and secure.
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Confidentiality & Compliance:
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Maintain strict confidentiality of patient and practice information.
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Adhere to practice policies, health and safety guidelines, and CQC standards.
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Team & Personal Development:
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Participate in training, meetings, and performance reviews.
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Contribute to quality improvement and effective team communication.
About us
Overview of Our Organisation:
We are a friendly, patient-focused GP Practice dedicated to providing high-quality healthcare to our local community. Our team is committed to delivering efficient, compassionate, and accessible services to patients of all ages and backgrounds.
Our Team:
Our practice team includes experienced GPs, ANPs, Nurses, HCAs, a Phlebotomist and Receptionist/Administrative staff who work collaboratively to ensure smooth day-to-day operations. Everyone plays a vital role in supporting both patients and each other. Youll find a supportive, respectful environment where teamwork is key and individual contributions are valued.
Atmosphere & Work Ethic:
We pride ourselves on maintaining a warm, inclusive, and professional atmosphere. Whether its the front desk or the consulting room, we aim to go above and beyond for our patients and colleagues alike. Open communication, mutual respect, and a strong sense of purpose drive our daily efforts.
Benefits of Working With Us:
Joining our practice means being part of a team that truly caresabout patients, about each other, and about making a positive impact every day.
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: RECEPTIONIST
REPORTS TO: SENIOR ADMINISTRATOR/PRACTICE MANAGER
Job Summary:
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
Provide 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
Provide 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
Job Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures
- To work in accordance with written protocols
- Scanning and coding of relevant documents into patient records
- Send letters and organise referrals.
- Emails
- Photocopy, and laminate as requested.
- Filing
- Sorting and tagging
- Registrations of new patients
- To assist in the maintenance of disease registers
- Assist with medical record requests when required.
- Manage own workload and ability to prioritise.
- Clerical support to clinical staff and other members of the practice team.
Reception
- Answer all calls promptly and care navigate to the correct service in accordance with practice protocol.
- Receive patients consulting with members of Practice team, directing to appropriate health care professional.
- Process appointment requests for appointments from patients by telephone and in person.
- Deal with visit requests
- Process repeats prescription requests in accordance with Practice guidelines.
- Promote services to patients.
- Deal with and complete queries/enquiries as per the practices protocols.
- Sort post
- Replenish stationary.
Other Tasks
- At the end of the day, check surgeries, replenish stock, and make sure all areas are clean, tidy, and ready for the next day as per practice protocols.
- Ensure building security is maintained in accordance with CQC guidelines.
- Any other tasks allocated by Senior Administrators/Practice Manager
Confidentiality:
- While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and 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 and 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-judgmental and respects their circumstances, feelings priorities and rights.
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:
- Attend and actively participate in all staff training and regular reception meetings.
- 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
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload, and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Communicate effectively with Secondary care and other associated health care agencies
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards, and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: RECEPTIONIST
REPORTS TO: SENIOR ADMINISTRATOR/PRACTICE MANAGER
Job Summary:
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
Provide 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
Provide 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
Job Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures
- To work in accordance with written protocols
- Scanning and coding of relevant documents into patient records
- Send letters and organise referrals.
- Emails
- Photocopy, and laminate as requested.
- Filing
- Sorting and tagging
- Registrations of new patients
- To assist in the maintenance of disease registers
- Assist with medical record requests when required.
- Manage own workload and ability to prioritise.
- Clerical support to clinical staff and other members of the practice team.
Reception
- Answer all calls promptly and care navigate to the correct service in accordance with practice protocol.
- Receive patients consulting with members of Practice team, directing to appropriate health care professional.
- Process appointment requests for appointments from patients by telephone and in person.
- Deal with visit requests
- Process repeats prescription requests in accordance with Practice guidelines.
- Promote services to patients.
- Deal with and complete queries/enquiries as per the practices protocols.
- Sort post
- Replenish stationary.
Other Tasks
- At the end of the day, check surgeries, replenish stock, and make sure all areas are clean, tidy, and ready for the next day as per practice protocols.
- Ensure building security is maintained in accordance with CQC guidelines.
- Any other tasks allocated by Senior Administrators/Practice Manager
Confidentiality:
- While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and 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 and 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-judgmental and respects their circumstances, feelings priorities and rights.
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:
- Attend and actively participate in all staff training and regular reception meetings.
- 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
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload, and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Communicate effectively with Secondary care and other associated health care agencies
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards, and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
Person Specification
Qualifications
Essential
- Qualifications & Experience
- * Good standard of general education (e.g., GCSEs or equivalent)
- * Previous experience in a customer service or reception role
- * Experience using IT systems and Microsoft Office (Word, Outlook, etc.)
- Skills & Abilities
- * Excellent communication and interpersonal skills
- * Ability to deal with the public in a friendly, professional, and sensitive manner
- * Strong organisational and time management skills
- * Ability to work under pressure and remain calm during busy periods
- * Ability to multitask and prioritise workload effectively
- * Good attention to detail and accuracy
- Personal Qualities
- * Friendly, approachable, and empathetic
- * Respectful of confidentiality and professional boundaries
- * Team player with a flexible attitude
- * Reliable and punctual
- * Willingness to learn and adapt to change
- Knowledge
- * Awareness of the importance of patient confidentiality and data protection
- * Understanding of the role of a GP practice and the NHS
Desirable
- Qualifications & Experience
- *Previous experience working in a healthcare or GP practice setting
- *Familiarity with clinical systems such as EMIS or SystmOne
- *Experience processing prescriptions, appointments, or referrals
- Skills & Abilities
- * Ability to use telephone systems efficiently
- * Experience handling sensitive or challenging situations with discretion
- Knowledge
- *Awareness of medical terminology
- *Understanding of NHS services and patient pathways
Person Specification
Qualifications
Essential
- Qualifications & Experience
- * Good standard of general education (e.g., GCSEs or equivalent)
- * Previous experience in a customer service or reception role
- * Experience using IT systems and Microsoft Office (Word, Outlook, etc.)
- Skills & Abilities
- * Excellent communication and interpersonal skills
- * Ability to deal with the public in a friendly, professional, and sensitive manner
- * Strong organisational and time management skills
- * Ability to work under pressure and remain calm during busy periods
- * Ability to multitask and prioritise workload effectively
- * Good attention to detail and accuracy
- Personal Qualities
- * Friendly, approachable, and empathetic
- * Respectful of confidentiality and professional boundaries
- * Team player with a flexible attitude
- * Reliable and punctual
- * Willingness to learn and adapt to change
- Knowledge
- * Awareness of the importance of patient confidentiality and data protection
- * Understanding of the role of a GP practice and the NHS
Desirable
- Qualifications & Experience
- *Previous experience working in a healthcare or GP practice setting
- *Familiarity with clinical systems such as EMIS or SystmOne
- *Experience processing prescriptions, appointments, or referrals
- Skills & Abilities
- * Ability to use telephone systems efficiently
- * Experience handling sensitive or challenging situations with discretion
- Knowledge
- *Awareness of medical terminology
- *Understanding of NHS services and patient pathways
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.
