Pontesbury & Worthen Medical Practice


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Job overview

Receptionist Vacancy X2 positions available

Part Time - up to 25 hours per week

An exciting opportunity to join our friendly and welcoming Reception team, working across two sites, in our newly merged five-doctor GP partnership, based in rural Shropshire, just south of Shrewsbury.

Prior to the merger, which formally took place on 1st April 2021, the two practices had worked together for many years, and were already closely aligned from both a clinical and managerial perspective. More recently we have been very influential in establishing the Rural Cluster of the Shrewsbury Primary Care Network, through which much of the future funding for Primary Care Services will be drawn. Our combined strengths in clinical care and service provision place us in an extremely strong and influential position in determining how services are commissioned and implemented for our own patients, and will help secure the broad accessible service we currently provide is maintained and continually improved.

Main duties of the job

Main duties of the job

To provide a first point of contact for patients at the reception desk, and on the telephones, and act as a focal point of communication between patients, doctors, the Primary Health Care Team and the administration staff. To book and manage appointments and provide reception cover across both of our practice sites.

About us

About us

This newly formed practice of just over 10,000 patients has a positive, pleasant and friendly working atmosphere and the partners and staff strive to keep it so. The team work well together with the sole aim to provide high quality patient care to our population.

Job description

Job responsibilities



Responsible To: Practice Manager


To provide a point of contact for patients and act as a focal point of communication between patients, doctors, the Primary Health Care Team and the administration staff. To book appointments and provide reception cover across both of our practice sites.

Major Duties and Responsibilities of the Post

Reception Duties:

Ensure efficiency of the EMIS computerized appointment system and monitor the flow of patients into consulting rooms.

Ensure that patients without appointments but who need to see a doctor urgently are seen in a logical and non-disruptive manner.

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure the procedures are completed

Advise patients of relevant charges for private medical services, accept payment and issue receipts for same

Respond to all requests for assistance from patients and other visitors

Enter requests for home visits into EMIS computer system, stating time received and including all relevant information and, where necessary, refer to the duty doctor

Ensure all requests for prescriptions are actioned as per practice policy

Action requests for ambulance transportation and enter details in appropriate book

Ensure that reception, waiting areas, consulting rooms, corridors and toilets are kept neat and tidy

Management of EMIS Appointment Systems:

Ensure total familiarity with all appointment systems in effect including regular and incidental variations

Book appointments and recalls ensuring sufficient information is recorded to retrieve medical records

Monitor effectiveness of the system and report any problems or variations required

Management of Medical Records:

Retrieve and re file records if required, ensuring that strict alphabetical order is adhered to

Ensure correspondence e.g. Reports, hospital letters, results are properly scanned and then filed accurately and in the correct order

Operation of Telephone System:

Receive and make calls as required. Divert calls and take accurate messages as required

Ensure that the system is operational at the beginning of each day and switch to night service at the end of each day

Start and End of Day Procedures:

Open up premises at the start of day, making tea & coffee and make all necessary preparations to receive patients

Download Shropdoc reports, print off and pass to duty GP

Secure premises at the end of each day, ensure the building is secure, internal lights off, electrics unplugged and alarm activate but if cleaners are present the alarm is to be left off.

Specialist tasks

Once staff are proficient at the basis level they will be expected to move onto at least

one of the following support roles which will be transferred from time to time to ensure good cross cover in the event of holidays or illness.

1) Preparation of specialist reports including tracking payment and dispatch or reports by Recorded delivery

2) Implementing the Childhood Immunisation recall system.

3) Receiving and dispatching medical records as patients join, leave or die, this includes use of the GP2GP electronic system

4) Keeping Petty cash records

5) Carrying out medical audit under GPs direction

6) Assembling and dispatching FP10s and associated Annexes to the Prescriptions Pricing Authority.

7) Recall of patients in chronic Disease management

8) Recording of cytology results and administrative duties within this area

9) Co-ordination of vasectomy clinics and all administrative duties associated with this

Any other delegated duties considered appropriate to the post

Special Requirements of the Post:

An understanding, acceptance and adherence to the need for strict confidentiality as failure to do so will result in dismissal

An ability to use own judgment, resourcefulness, common sense to respond to patients non clinical inquiries and requests

Excellent communication skills

Accuracy in transcribing information

Ability to work without supervision and determine own workload priorities

Keyboard skills and computer literacy skills desirable

Ability to work well within a team and under pressure

Ability to be flexible within the working week if needed, and to be prepared to work some evenings and weekends as and when required

Person Specification

Personal Attributes


  • Compassion and integrity
  • Ability to work on own initiative, under pressure and as part of a team and ability to be flexible regarding hours/tasks
  • Willingness to learn
  • Professional appearance
  • Ability to be discrete and maintain absolute confidentiality
  • Attention to detail
  • Ability to work confidently within the role, referring matters to doctors or practice manager appropriately



  • Excellent interpersonal and communication skills, verbal and written
  • Ability to use initiative, judgement and common sense
  • Good organisational skills
  • Good IT and keyboard skills


  • Medical receptionist or equivalent experience
  • Customer service or equivalent experience/ previous experience in a post dealing with the general public



  • Education to GCSE (or equivalent) including English language


  • Word and Excel qualifications

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

Pontesbury & Worthen Medical Practice


Hall Bank





Employer's website

For help with your application, contact:

Izzy Culliss

Date posted

27 May 2021

Pay scheme



£9.50 an hour



Working pattern

Part-time, Flexible working

Reference number


Job locations

Hall Bank





Pontesbury & Worthen MP

The Village Hall




Hall Bank




Supporting documents

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0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.