Job summary
We are a small, friendly, GP surgery seeking a dedicated Receptionist/Administrator to join our team. The ideal candidate will provide essential administrational support, ensuring the smooth operation of the day to day running of The Surgery.
Main duties of the job
To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required.
To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multi-disciplinary team members and external agencies such as secondary care and community service providers.
About us
We are a small rural, dispensing GP Surgery, looking for an experienced receptionist/administrator to join our team on a part-time basis. In the 2025 GP Patient Survey, our practice achieved the highest scores in Kent and amongst the best in the country.
Job description
Job responsibilities
The
following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to
carry out other tasks. This will be dependent upon factors such as workload and
staffing levels.
- Complete
opening and closing Surgery procedures
- Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Maintain
a clean, tidy, effective working area at all times
- Signpost
patients to the correct service
- Welcome
patients and visitors to the organisation, directing requests appropriately
- Process
repeat prescription requests received by phone, email, post, slips and the
online access system, in accordance with practice protocol
- Deal
with all prescription related enquiries in a timely manner
- Act
upon compliance issues, liaising with the appropriate clinician
- Action
incoming emails and correspondence as necessary, Initiating contact with and
responding to, requests from patients, team members and external agencies
- Support all clinical staff with general
tasks as requested
- Input
data into the patients healthcare records as necessary clinically coding
where required
- Process
incoming and outgoing mail
- Scan patient related documentation and
attach scanned documents to patients healthcare records
- Photocopy documentation as required
- Process
changes to patient registration, deduction of record and new patient
registration including the filing and sending of patient records
- Data entry of new and temporary
registrations and relevant patient information as required
- Direct requests for information, i.e.,
SAR, insurance/solicitors letters and DVLA forms to the administrative team
- Support reception / administrative
staff, providing cover during staff absences
Job description
Job responsibilities
The
following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to
carry out other tasks. This will be dependent upon factors such as workload and
staffing levels.
- Complete
opening and closing Surgery procedures
- Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Maintain
a clean, tidy, effective working area at all times
- Signpost
patients to the correct service
- Welcome
patients and visitors to the organisation, directing requests appropriately
- Process
repeat prescription requests received by phone, email, post, slips and the
online access system, in accordance with practice protocol
- Deal
with all prescription related enquiries in a timely manner
- Act
upon compliance issues, liaising with the appropriate clinician
- Action
incoming emails and correspondence as necessary, Initiating contact with and
responding to, requests from patients, team members and external agencies
- Support all clinical staff with general
tasks as requested
- Input
data into the patients healthcare records as necessary clinically coding
where required
- Process
incoming and outgoing mail
- Scan patient related documentation and
attach scanned documents to patients healthcare records
- Photocopy documentation as required
- Process
changes to patient registration, deduction of record and new patient
registration including the filing and sending of patient records
- Data entry of new and temporary
registrations and relevant patient information as required
- Direct requests for information, i.e.,
SAR, insurance/solicitors letters and DVLA forms to the administrative team
- Support reception / administrative
staff, providing cover during staff absences
Person Specification
Experience
Essential
- Experience of working as a Receptionist / Administrator
- Experience in customer care
Desirable
- Experience of working in primary care
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- AMSPAR Receptionist Qualification
Knowledge and skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills / Competent in the use of Office and Outlook
- Clear, polite telephone manner
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Flexible and cooperative
- Ability to work under pressure
Desirable
Person Specification
Experience
Essential
- Experience of working as a Receptionist / Administrator
- Experience in customer care
Desirable
- Experience of working in primary care
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- AMSPAR Receptionist Qualification
Knowledge and skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills / Competent in the use of Office and Outlook
- Clear, polite telephone manner
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Flexible and cooperative
- Ability to work under pressure
Desirable
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.