Are you looking for a job that’s different every day? Are you eager to learn, hard working, able to multi task and keep calm under pressure? Do you like helping people, have a passion for patient care and have good customer service and communication skills? Do you have excellent keyboard skills with good reading, spelling and writing ability? If so, we are looking for someone like you to join our friendly, supportive team as a receptionist/administrator in our busy Doctor’s surgery at Woodview Medical Centre. Previous GP surgery or NHS experience is preferred but not essential as full training will be given.
Duties will include answering and directing telephone calls, care navigating and signposting to the relevant team member and making appointments, taking payments and answering patient queries both over the telephone and face to face along with a variety of admin duties. You will need to have a professional approach and be able to prioritise your work. Applicants must have good communication skills, a clear speaking voice and a cheerful manner.
We are looking for a full-time member of staff, 37.5 hours per week, but you must be available to work between the hours of 8am and 6.30pm on a two weekly rota basis and to work occasional overtime according to the needs of the practice eg. to support flu vaccination clinics.
Job Type: Full-time / Part-time (Zero-hour contract)
Salary: Minimum £12.21 per hour depending on experience
Other Benefits
Free Car Parking at rear of building
NHS Pension Scheme
Four weeks annual leave plus bank holidays (pro rata)
JOB TITLE: Receptionist/Administrator
ACCOUNTABLE TO: Line Manager / Practice Manager
HOURS OF WORK: Full time / Part-time under Zero-hour contract
MAIN DUTIES AND RESPONSIBILITIES
Administration/Operations
- To assist in opening up/securing the premises
- To have a thorough knowledge of all Practice policies and protocols
- To work in accordance with practice procedures
- Photocopy as requested
- Check emails on a daily basis
- Have working knowledge of the telephone system and be able to redirect calls or take messages accurately and appropriately and to ensure that the night service operates effectively.
- Making and receiving telephone calls, ensuring that calls are redirected as needed
- Preparation of notes to return to Registration Services
- Ensuring work area is neat and tidy at all times.
- To ensure that appropriate signage is displayed on consulting room doors at all times
Reception
- Greet patients and visitors to the practice in a courteous and professional manner
- Deal with all patient enquiries and explain procedures
- Explain practice arrangements and requirements to new patients and to those seeking temporary treatment, ensuring completion of appropriate forms
- Advise patients of relevant charges for private services, accept payment, record and issue receipts
- Greet hospital courier each day and ensure that samples and collected for onward transmission to the Lab.
- Ensure reception and waiting areas are kept neat and tidy
Appointments
- Book in, amend and cancel patients’ appointments in line with practice procedures ensuring optimum use of the appointment system.
- Ensure that same day urgent appointments are booked into appropriate slots with the correct clinician in line with practice procedures
- Receive and accurately record home visit requests
- Signpost patients to the correct service.
Computer
- To have a good working knowledge of the clinical system, SystmOne
- Enter new patient/temporary patient applications on clinical system
- Process patients’ change of addresses and phone numbers
- Scan and file hospital correspondence into patients’ notes
- To be able to enter data and read coding and to extract data for reporting purposes
- Preparation and printing of repeat prescriptions in accordance with practice procedures
This job description is not exhaustive and may be adjusted periodically. You may also be expected to carry out any other duties as considered appropriate to the role at the discretion of the GPs, Practice Manager or the Quality Improvement & Development Manager.
KEY SKILLS
- Computer literate
- Able to multi-task
- Good communicator
- Good customer Service Skills
- Ability to work under pressure
- Attention to detail and accuracy
CONFIDENTIALITY
- In the course of 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 AND 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.
All staff at Woodview Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Practice Manager or the Quality Improvement & Development Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Woodview Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At Woodview Medical staff are required to dress appropriately for their role. Nursing staff will be provided with a uniform whilst administrative staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are encouraged to take all of their leave entitlement.
Job Types: Full-time, Part-time, Zero hours contract
Pay: £12.21 per hour
Expected hours: No more than 37.50 per week
Benefits:
- On-site parking
Experience:
- Customer service: 1 year (preferred)
Language:
- English (required)
Work Location: In person
Application deadline: 20/08/2025
Reference ID: RECEP/ADMIN AUG 25
