Job summary
Join Our Supportive and Dynamic Team at Greyfriars Surgery, Boston!
Are you an organised, friendly, and motivated individual looking to make a real difference every day? Greyfriars Surgery is seeking a Receptionist/Administrator to join our dedicated and welcoming team. This is an exciting, fast-paced role at the heart of patient care, where no two days are the same.
We pride ourselves on strong teamwork, a supportive environment, and a commitment to continuous development. Whether you're experienced or looking to grow in a new career path, you'll find real purpose and opportunity here. Join us and be part of a team that truly values each otherand the patients we care for.
PLEASE ENSURE YOU ARE AVAILABLE FOR INTERVIEW WEDNESDAY 30TH JULY 2025 IF SHORTLISTED
Main duties of the job
We are seeking a friendly, organised, and proactive Receptionist/Administrator to join our supportive and dedicated team. You will be the first point of contact for patients, providing a warm welcome both in person and over the phone, and ensuring smooth day-to-day operations.
Key responsibilities include:
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Managing appointments across a range of services (face-to-face, phone, video) for GPs, nurses, and clinicians.
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Offering care navigation to ensure patients are directed to the right service.
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Handling patient queries, home visit requests, ambulance bookings, and prescriptions.
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Supporting new patient registrations, private service payments, and accurate record-keeping.
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Ensuring the reception area is tidy and welcoming.
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Providing general admin support including scanning, photocopying, filing, mail processing, and stock control.
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Assisting with e-referrals, insurance reports, health checks, and AccuRx requests.
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Preparing consulting rooms and liaising with hospitals, pharmacies, and healthcare providers.
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Promoting health, safety, equality, and continuous improvement.
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Participating in audits, staff training, and team communication.
This is a varied, rewarding role in a fast-paced environment where teamwork, development, and patient care are at the heart of everything we do.
About us
Greyfriars Surgery is a busy, forward-thinking GP Practice located in the heart of Boston, Lincolnshire, proudly caring for over 14,000 patients. Our dedicated team is supportive, friendly, and hard-working, with a strong focus on teamwork and delivering high-quality patient care. We foster a positive and caring environment where everyone pulls together especially when things get busy, and they often do! No two days are the same, making this a rewarding and dynamic place to work.
As part of our team, you will benefit from a strong support network, regular training and development opportunities, and a genuine chance to make a difference in peoples lives every day. We also offer access to the NHS Pension Scheme, and a commitment to helping our staff grow in confidence, skills, and career progression.
Job description
Job responsibilities
Main Duties and Responsibilities
1. Reception Duties:
-
Manage patient appointments efficiently, including face-to-face, telephone, video, and triage bookings with GPs, nurses, and other healthcare professionals.
-
Book a variety of healthcare appointments, such as minor surgery, antenatal/postnatal care, family planning, asthma, diabetes, ECGs, anticoagulant monitoring, and home visits.
-
Greet and assist patients in person and by phone, maintaining a friendly and professional manner at all times.
-
Keep the reception area clean and welcoming, and follow procedures for urgent appointments, new registrations, and temporary residents.
-
Handle payments for private services, issue receipts, and respond to patient queries and requests.
-
Process requests for home visits, ambulance transport, prescriptions, and care navigation to ensure patients see the right person at the right time.
-
Complete opening and closing duties, and operate the telephone system, including out-of-hours processes.
-
Undertake other tasks appropriate to the role, as delegated.
2. Administrative Duties:
-
Process and distribute incoming/outgoing mail, scan documents, photocopy, file, and handle emails.
-
Maintain stock levels, prepare meeting rooms, and ensure clinical rooms are equipped and ready for use.
-
Support patient record management, recalls, e-referrals, NHS Health Checks, insurance/medical report requests, and AccuRx queries.
-
Input relevant patient data (e.g., disease codes), manage registrations and GP2GP transfers.
-
Liaise with hospitals, pharmacies, and other healthcare providers to support patient care and continuity.
3. Flexibility and Shift Work:
-
The successful candidate must be flexible and willing to support the team during busy periods, covering for sickness and annual leave when needed.
-
Shift patterns may vary and can include working from 7:45am or finishing up to 6:45pm, depending on rota requirements.
4. Health & Safety:
-
Follow all health and safety policies and procedures.
-
Use security measures, maintain a clean and safe environment, manage risks, and report any concerns.
-
Undertake regular training and updates on health and safety practices.
5. Equality & Diversity:
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Treat all patients, carers, and colleagues with respect, dignity, and without discrimination.
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Support a welcoming, inclusive, and non-judgmental environment for everyone.
6. Personal and Professional Development:
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Participate in regular training, annual appraisals, and take ownership of your personal development.
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Support the learning of others and stay up to date with relevant skills.
7. Quality & Teamwork:
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Deliver high standards of care and service, take responsibility for your own work, and contribute to improving team performance.
-
Collaborate effectively with internal and external colleagues to meet patient needs.
8. Communication:
-
Communicate clearly and respectfully with patients, carers, and colleagues.
-
Adapt communication methods to support different needs and ensure understanding.
9. Service Improvement:
-
Comply with all practice policies, procedures, and quality standards.
-
Take part in audits and service improvement initiatives to support the development of the practice.
Job description
Job responsibilities
Main Duties and Responsibilities
1. Reception Duties:
-
Manage patient appointments efficiently, including face-to-face, telephone, video, and triage bookings with GPs, nurses, and other healthcare professionals.
-
Book a variety of healthcare appointments, such as minor surgery, antenatal/postnatal care, family planning, asthma, diabetes, ECGs, anticoagulant monitoring, and home visits.
-
Greet and assist patients in person and by phone, maintaining a friendly and professional manner at all times.
-
Keep the reception area clean and welcoming, and follow procedures for urgent appointments, new registrations, and temporary residents.
-
Handle payments for private services, issue receipts, and respond to patient queries and requests.
-
Process requests for home visits, ambulance transport, prescriptions, and care navigation to ensure patients see the right person at the right time.
-
Complete opening and closing duties, and operate the telephone system, including out-of-hours processes.
-
Undertake other tasks appropriate to the role, as delegated.
2. Administrative Duties:
-
Process and distribute incoming/outgoing mail, scan documents, photocopy, file, and handle emails.
-
Maintain stock levels, prepare meeting rooms, and ensure clinical rooms are equipped and ready for use.
-
Support patient record management, recalls, e-referrals, NHS Health Checks, insurance/medical report requests, and AccuRx queries.
-
Input relevant patient data (e.g., disease codes), manage registrations and GP2GP transfers.
-
Liaise with hospitals, pharmacies, and other healthcare providers to support patient care and continuity.
3. Flexibility and Shift Work:
-
The successful candidate must be flexible and willing to support the team during busy periods, covering for sickness and annual leave when needed.
-
Shift patterns may vary and can include working from 7:45am or finishing up to 6:45pm, depending on rota requirements.
4. Health & Safety:
-
Follow all health and safety policies and procedures.
-
Use security measures, maintain a clean and safe environment, manage risks, and report any concerns.
-
Undertake regular training and updates on health and safety practices.
5. Equality & Diversity:
-
Treat all patients, carers, and colleagues with respect, dignity, and without discrimination.
-
Support a welcoming, inclusive, and non-judgmental environment for everyone.
6. Personal and Professional Development:
-
Participate in regular training, annual appraisals, and take ownership of your personal development.
-
Support the learning of others and stay up to date with relevant skills.
7. Quality & Teamwork:
-
Deliver high standards of care and service, take responsibility for your own work, and contribute to improving team performance.
-
Collaborate effectively with internal and external colleagues to meet patient needs.
8. Communication:
-
Communicate clearly and respectfully with patients, carers, and colleagues.
-
Adapt communication methods to support different needs and ensure understanding.
9. Service Improvement:
-
Comply with all practice policies, procedures, and quality standards.
-
Take part in audits and service improvement initiatives to support the development of the practice.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Other criteria
Essential
- Excellent face-to-face, telephone, and written communication
- Strong IT competence (Word, Outlook, Excel) and keyboard skills
- Ability to multi-task, prioritise, and work accurately under pressure
- Competent in working independently and as part of a team
- Flexible approach to cover busy periods, sickness, annual leave, and the ability to work varied shifts (e.g. from 7:45am to 6:45pm)
- Comfortable working under pressure with calmness and professionalism
- Polite, empathetic, with a confident telephone manner and friendly can-do attitude
- Honest, discreet, trustworthy, and committed to maintaining confidentiality and data protection.
- Adaptable, self-motivated, proactive, and reliable
- A strong team player who shares our patient-centred values and supports high-quality care.
- Other Requirements:
- Disclosure & Barring Service (DBS) check will be required
- Legally entitled to work in the UK.
- Commitment to equality, diversity, and inclusive practice.
- Willingness to undertake relevant training and participate in personal/professional development.
Experience
Essential
- Previous reception, customer service, or administrative experience
Desirable
- Experience using GP clinical system - SystmOne
- Previous reception, customer service, or administrative experience in a GP practice or healthcare environment .
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Other criteria
Essential
- Excellent face-to-face, telephone, and written communication
- Strong IT competence (Word, Outlook, Excel) and keyboard skills
- Ability to multi-task, prioritise, and work accurately under pressure
- Competent in working independently and as part of a team
- Flexible approach to cover busy periods, sickness, annual leave, and the ability to work varied shifts (e.g. from 7:45am to 6:45pm)
- Comfortable working under pressure with calmness and professionalism
- Polite, empathetic, with a confident telephone manner and friendly can-do attitude
- Honest, discreet, trustworthy, and committed to maintaining confidentiality and data protection.
- Adaptable, self-motivated, proactive, and reliable
- A strong team player who shares our patient-centred values and supports high-quality care.
- Other Requirements:
- Disclosure & Barring Service (DBS) check will be required
- Legally entitled to work in the UK.
- Commitment to equality, diversity, and inclusive practice.
- Willingness to undertake relevant training and participate in personal/professional development.
Experience
Essential
- Previous reception, customer service, or administrative experience
Desirable
- Experience using GP clinical system - SystmOne
- Previous reception, customer service, or administrative experience in a GP practice or healthcare environment .
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.
