Job description

Job responsibilities

• RECEPTIONIST / ADMINISTRATOR

Job Title: Receptionist/Administrator

Salary / Grade: £14

Hours per week: 37.5 hours

Reports to: Deputy Practice Manager

Job Summary:

We are looking to appoint a Receptionists/Administrator to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks.

You will be responsible for the general administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high quality service and deal efficiently and courteously with patient enquiries.

You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working in our clinical and administration teams.

Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.

This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality.

IT skills are essential, as you will be regularly creating searches, data input and monitoring our achievements and progress against national, local, and internal targets. You will also process prescription requests and provide a full administrative and secretarial service.

All hours will be worked between 08:00 and 18:30, Monday to Friday.

Job Responsibilities

RECEPTION

• Receiving patients, consulting with members of practice team.
• Maintain and monitor the practice appointment system (EMIS) by processing personal and telephone requests for appointments ande-requests (Accurx), telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
• Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link
• Taking messages and passing on information.
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers.
• Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Processing and distributing incoming and outgoing mail.
• Filing and retrieving paperwork.
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning.
• Keeping the reception area, notice boards, leaflet etc. tidy and presentable.
• Cover sickness/annual leave and work reasonable overtime when required, including some weekends.
• Perform any other relevant and reasonable duties that may be requested by the Deputy Practice Manager, Practice Manager andPartners.
• Undertake statutory and mandatory training as required.

APPOINTMENT SYSTEM MANAGEMENT

• Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
• Monitor effectiveness of the system and report any problems or variations required.
• Deal with home visit requests, carefully noting all details
• Arrange transport to hospital appointments for housebound patients.

MEDICAL RECORDS MANAGEMENT

• Ensure that all records are accurately compiled in advance for each consulting session.
• Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.
• Ensure correspondence, reports, results, etc., are filed in correct record.
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
• Processing repeat prescriptions in accordance with practice guidelines.
• Handing completed repeat prescriptions to patient and checking names and address.

CONSULTATION ROOM PREPARATIONS

• Clearing and re-stocking of consulting rooms as required.
• Consulting rooms prepared in readiness for each consulting session.
• Rooms are checked at the end of each consulting session and left tidy and secure.

Other Job Responsibilities

CONFIDENTIALITY

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
• Maintain an awareness of the Freedom of Information Act.
• 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 manage their own and others health & safety and infection control as defined in the Practices Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures.

Comply with Practice health & safety policies by following agreed safe working procedures.

• Actively report health & safety hazards and infection hazards immediately
• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
• Undertaking periodic infection control training (minimum annually)
• Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
• Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
• Reporting incidents using the organisations Incident Reporting System
• Using personal security systems within the workplace according to Practice guidelines
• Making effective use of training to update knowledge and skills

EQUALITY AND DIVERSITY

• The post-holder will support, promote and maintain the Practices Equality & Diversity Policy.
• No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
• The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

OTHER DELEGATED DUTIES

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Person Specification

IT Skills

Essential

• High level of IT literacy is essential.
• Confident and accurate use of clinical and administrative systems.
• Able to enter, retrieve and process data accurately.
• Competent in Microsoft Office, email and electronic communication.
• Able to undertake searches, data collection and monitoring of information.

Desirable

• Experience producing reports, searches or spreadsheets for GP practice monitoring and performance.

Personal Attributes

Essential

• Reliable, punctual and conscientious.
• Professional and approachable.
• Resilient and able to remain calm under pressure.
• Flexible and adaptable to changing priorities.
• Demonstrates initiative and a willingness to learn.
• Commitment to maintaining confidentiality and professional standards.

Experience

Essential

• Previous experience working in a GP practice/General Practice is essential.
• Experience using EMIS and Accurx.
• Experience managing patient appointments, telephone enquiries, electronic requests and home visit requests.
• Experience handling confidential and sensitive patient information.
• Experience processing repeat prescription requests and maintaining medical records.

Desirable

• Experience working within NHS Primary Care or another healthcare setting.
• Experience using other NHS/Primary Care systems.
• Experience supporting clinical staff with administrative or secretarial duties.

Qualifications

Essential

• Good standard of general education, including GCSE English and Mathematics (Grade C/4 or above) or equivalent.
• Evidence of further education, vocational training or relevant qualifications in administration, healthcare or customer service.
• Willingness to undertake mandatory and role-specific training.

Desirable

• Level 2/3 qualification in Business Administration, Customer Service, Health & Social Care or equivalent.
• GP/Primary Care administration or reception qualification.

Knowledge

Essential

• Good understanding of GP practice procedures and Primary Care services.
• Understanding of patient confidentiality, GDPR, Data Protection and Caldicott principles.
• Understanding of appropriate signposting and directing patients to relevant healthcare professionals/services.
• Awareness of health and safety and infection prevention and control requirements.

Desirable

• Knowledge of QOF, Enhanced Services, recalls, clinical coding or other GP performance processes.
• Knowledge of NHS Primary Care targets and reporting requirements.

Communication Skills

Essential

• Excellent verbal and written communication skills.
• Able to communicate professionally, clearly and sensitively with patients, relatives, colleagues and healthcare professionals.
• Able to deal calmly and courteously with challenging or distressed patients.
• Able to maintain professional boundaries and confidentiality.

Desirable

• Experience communicating with external healthcare organisations and community services.

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

The Corner Surgery

Address

The Corner Surgery

99 Coldharbour Lane

London

SE5 9NS

United Kingdom

Employer's website

https://thecornersurgery.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

Key Responsibilities

Clinical Duties

• Undertake new patient health checks and NHS Health Checks

• Support chronic disease management clinics

• Measure and record vital signs (BP, pulse, temperature, oxygen saturation)

• Assist with diabetes care, wound care, dressings, and removal of sutures/staples (if trained)

• Undertake venepuncture (phlebotomy) and ECGs

• Urinalysis and specimen management

• Act as chaperone when required

• Assist during minor procedures and sexual health clinics

• Support achievement of QOF indicators and targets

• Administering Injections (with appropriate training and required paperwork complete)

Clinical Support & Environment

• Prepare and maintain clinical rooms and equipment

• Monitor fridge temperatures, vaccine storage, and cold chain compliance

• Ensure safe handling and disposal of clinical waste and sharps

• Maintain cleanliness and hygiene standards across clinical areas

Administrative & Practice Duties

• Record clinical activity accurately on EMIS Web

• Maintain stock levels and health promotion materials

• Participate in audits, service improvement initiatives, and practice meetings

• Provide support to the wider team as required

Professional Responsibilities

• Work within scope of practice and clinical protocols

• Escalate concerns to senior clinicians promptly

• Maintain patient confidentiality and data protection

• Participate in appraisal, training, and professional development

Health, Safety & Infection Control

• Adhere to infection control and health & safety policies

• Safely handle, store, and dispose of sharps and clinical waste

• Use PPE and maintain hygiene standards

• Identify and report hazards and infection risks

• Safeguard children and vulnerable adults

This post requires cross-site working between Magnolia House Surgery and Kings Corner Surgery. The successful candidate will benefit from exposure to a wide range of clinical practice, work within two well-established teams, and develop a broad skill set in primary care. Support, supervision, and training will be provided across both sites.

• Part-time or full-time hours available

• Structured induction and ongoing training provided

• Opportunities for professional development and learning across both practices

• Newly qualified HCAs are welcome to apply

Person Specification

Skills and abilities

Essential

• Excellent verbal and written communication skills
• Strong IT skills
• Clear, polite and professional telephone manner
• Effective time management and organisational skills
• Ability to work both autonomously and as part of a team
• Good interpersonal skills
• Ability to follow clinical policies, procedures and protocols

Desirable

• Experience using EMIS Web
• Competence in Microsoft Office and Outlook

Qualifications

Essential

• Healthcare qualification (Level 3 or 4) or working towards an equivalent
• Phlebotomy certification

Desirable

• Recognised HCA certifications and competencies relevant to primary care

Experience

Essential

• Experience working in a healthcare setting
• Experience of working with the general public

Desirable

• Experience of working in a GP practice or primary care environment
• Experience supporting chronic disease management and/or acute care

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Magnolia House Surgery

Address

Magnolia House

15 Station Road

Sunningdale

Berkshire

SL5 0QJ

United Kingdom

Employer's website

https://www.magnoliahouse.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

Main Duties of the Role

The successful candidate will be responsible for the day-to-day supervision, co-ordination and development of the Care Navigation team, ensuring patients receive a professional, efficient and compassionate service. They will work closely with the Practice Manager and Assistant Manager to support the smooth running of reception services and contribute to wider practice operations.

The role combines leadership, operational management and patient-facing responsibilities and requires excellent communication, organisational and problem-solving skills. The successful applicant should be able to work independently, use their own initiative and work collaboratively as part of a wider team.

Care Navigation and Leadership Responsibilities

• Provide day-to-day leadership and management of the Care Navigation team.
• Support, motivate and develop team members, providing guidance and coaching where required.
• Monitor workloads and ensure key daily tasks are completed efficiently and effectively.
• Manage day-to-day operational issues and support staff in resolving challenges.
• Lead and support annual appraisals and personal development discussions.
• Manage staffing levels, rota planning and leave requests to ensure appropriate service provision.
• Participate in recruitment, induction and onboarding of new team members.
• Co-ordinate and oversee training and development for reception staff.
• Facilitate regular team meetings, encouraging communication and continuous improvement.
• Assist with the preparation of staff communications and practice updates.
• Manage complex patient enquiries and informal complaints relating to reception services.
• Act as a key point of contact between reception staff, clinicians and management.
• Review existing systems and processes, making recommendations to improve efficiency, quality and patient experience.
• Support effective utilisation of clinical appointments and appointment capacity.
• Monitor booking processes and help ensure patients are directed to the most appropriate service.
• Co-ordinate the Patient Participation Group, including meeting organisation, agendas and minutes.
• Manage communications relating to patients who have moved outside the practice boundary.
• Support health and safety responsibilities, including designated fire marshal duties.
• Ensure reception areas remain organised, well-equipped and professional at all times.
• Oversee practice deliveries and ensure compliance with cold chain requirements where applicable.
• Liaise with IT support providers regarding routine technical issues.

Reception Responsibilities

• Maintain flexibility to support reception operations during periods of annual leave, sickness or unexpected absence.
• Deal with telephone enquiries from patients and members of the public.
• Book appointments and home visits, ensuring patients are directed to the most appropriate clinician or service.
• Cancel and rearrange appointments where required.
• Process prescription requests and liaise with the pharmacy team as necessary.

Additional Responsibilities

The Care Co-ordinating Reception Manager may also be asked to:

• Participate in quality improvement work and audits.
• Support the delivery of QOF, contractual and regulatory requirements.
• Assist with seasonal vaccination campaigns and other health initiatives.
• Deputise for the Assistant Manager or Practice Manager during periods of absence.
• Undertake other duties appropriate to the role and level of responsibility.

Training and support will be provided, and the role will continue to develop as the successful candidate grows within the position.

Person Specification

Personal Qualities / Other Requirements

Essential

• Positive and professional approach
• Caring empathetic and patient-focused
• Confident and approachable
• Flexible and adaptable
• Motivated and enthusiastic
• Ability to use initiative and sound judgement
• Forward-thinking with a desire to improve services
• Honest reliable and trustworthy
• Calm and resilient under pressure
• Flexibility to work outside normal office hours when required.
• Commitment to maintaining confidentiality.
• Satisfactory DBS check.

Desirable

• Commitment to ongoing personal and professional development

Experience

Essential

• Experience working with the general public
• Experience in an administrative customer service or public-facing role
• Experience of working collaboratively within a team environment

Desirable

• Experience within General Practice, primary care or another healthcare setting
• Experience supervising leading mentoring or co-ordinating a team
• Experience in service co-ordination project work or process improvement
• Experience working with a range of healthcare professionals or multidisciplinary teams

Qualifications

Essential

• GCSE English Grade C or 4 or above and at least three other GCSEs or equivalent qualifications

Desirable

• A-Level qualification or equivalent
• AMSPAR qualification
• NVQ Level 2 in Health and Social Care
• Leadership or management qualification

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

The Corner Surgery

Address

117 Fylde Road

Southport

Merseyside

PR9 9XP

United Kingdom

Employer's website

https://www.thecornersurgery-southport.nhs.uk/ (Opens in a new tab)