Job Description

Are you an experienced GP Receptionist / Administrator looking for an exciting opportunity to join a friendly and supportive team?
We are looking to recruit additional members of the Reception / Administration team to join our friendly practice in Topsham, Exeter; on a full time and part time basis.
The hours will be on a rota basis, Monday - Friday, 8am until 6:30pm. There will be the opportunity to work evening and weekend shifts, paid at enhanced rates.
Total hours up to 37.5 per week
To be responsible for undertaking a wide range of reception duties and the provision of general support to the Practice team.
Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, 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 team members and external agencies such as secondary care and community service providers.
Main duties of the job
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:

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Read code data on SystmOne
• Photocopy documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patients healthcare records as necessary
• Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the appropriate team members
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Provide cover during staff absences
• Scanning of patient related documentation and attaching scanned documents to the patients healthcare records
• Complete opening and closing procedures as required
• Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

About us
About us:
Topsham Surgery and Glasshouse Medical Centre is a 2 site GP Practice serving the population of Topsham, Countess Wear and surrounding areas. We have 12,000 patients registered across the 2 sites.
Benefits of working for Topsham Surgery:

• Access to the NHS Pension Scheme with 20% employer contribution.
• Life assurance scheme via the NHS Pension scheme
• Dedication to staff development, educational opportunities and scope to progress.
• 27 days annual leave, plus statutory holidays.
• Flexible working hours.
• Frequent social outings.

Details
Date posted
19 September 2025
Pay scheme
Other
Salary
12.45 to 12.75 an hour Reviewed at 3 and 6 months subject to probation reviews
Contract
Permanent
Working pattern
Full-time, Part-time, Job share
Reference number
A1893-25-0007
Job locations
Holman Way
Topsham
Exeter
EX3 0EN
Job description
Job responsibilities

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Read code data on SystmOne
• Photocopy documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patients healthcare records as necessary
• Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the appropriate team members
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Provide cover during staff absences
• Scanning of patient related documentation and attaching scanned documents to the patients healthcare records
• Complete opening and closing procedures as required
• Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

Job description
Job responsibilities

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Read code data on SystmOne
• Photocopy documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into the patients healthcare records as necessary
• Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the appropriate team members
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Provide cover during staff absences
• Scanning of patient related documentation and attaching scanned documents to the patients healthcare records
• Complete opening and closing procedures as required
• Support in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

Person Specification
Qualifications
Essential

• Good standard of education including English & Maths at GSCE Grade 5 / C or above
• Keyboard & Computer Skills
• Communication Skills
• Experience of working in an GP practice or similar setting
• Experience of working in a team
• Experience of working with the public
• Understanding of confidentiality
• Flexibility & Commitment
• Able to work under pressure
• Able to use own initiative

Desirable

• AMSPAR Qualifications
• Medical Terminology
• Qualification in typing RSA or equivalent
• Experience of working with SystmOne or EMIS
• Able to work without direct supervision and determine own workload priorities
• Able to work in a changing environment

Experience
Essential

• Experience of working in a busy office
• Excellent communication and IT skills
• Ability to work under pressure
• Able to use own initiative
• Work as a Team Member
• Experience of working in a GP Practice or similar setting

Person Specification
Qualifications
Essential

• Good standard of education including English & Maths at GSCE Grade 5 / C or above
• Keyboard & Computer Skills
• Communication Skills
• Experience of working in an GP practice or similar setting
• Experience of working in a team
• Experience of working with the public
• Understanding of confidentiality
• Flexibility & Commitment
• Able to work under pressure
• Able to use own initiative

Desirable

• AMSPAR Qualifications
• Medical Terminology
• Qualification in typing RSA or equivalent
• Experience of working with SystmOne or EMIS
• Able to work without direct supervision and determine own workload priorities
• Able to work in a changing environment

Experience
Essential

• Experience of working in a busy office
• Excellent communication and IT skills
• Ability to work under pressure
• Able to use own initiative
• Work as a Team Member
• Experience of working in a GP Practice or similar setting

Skills Required