Job Description

We are a very busy, friendly GP practice looking to employ a part-time receptionist for 25 hours per week 12.21 per hour. The sessions will be Monday to Friday (5 hours per session) and a mixture of morning and afternoon sessions.

Experience preferred but not essential as full training will be given.

Job summary:

The purpose of this role is to:

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate services or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, member of the primary health care team, secondary care and other associated healthcare agencies

Duties and responsibilities

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the reception manager/practice manager, dependent on current and evolving practice workload and staffing levels;

Opening up/locking up of practice premises and maintaining security in accordance with practice protocols

Maintaining and monitoring the practice appointment system

Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional

Processing and distributing incoming (and outgoing) mail

Taking messages and passing on information

Filing and retrieving paperwork

Processing repeat prescriptions in accordance with practice guidelines

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedure

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers

Clearing and re-stocking of consulting rooms as required

Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning

Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter

Take action as directed by other team members

Follow practice protocols to ensure consistent and high quality care is provided to our patients

Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible

Any other delegated duties considered appropriate for the post

Scanning duties

Sort and date stamp all incoming patient related mail

Scan patient related documents onto their medical record using read codes as agreed by the clinical team

Add any additional information about the source of the document

Forward the document to the doctor or nurse who initiated the referral or who is the most appropriate to receive the information

Ensure incoming letters are scanned onto the patient record within a 48/72 hour timescale

Scan all internal paper documents onto the relevant patient record and then store the documents in line with practice procedures

Check generic mail

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, careers, 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 and safety policy, the practice health and safety manual, and the practice infection control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in such 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, free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children

Equality and Diversity

The post-holder will support the quality, diversity and rights of patients, carers and colleague. To include:

Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal and professional development:

The post-holder will participate in any training programme implemented by the practice as part of the employment, such such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Application deadline: 04/07/2025

Job Types: Part-time, Permanent

Salary: 12.21 per hour

Job Type: Permanent

Pay: 12.21 per hour

Expected hours: 25 per week

Benefits:

Company pension On-site parking
Flexible language requirement:

English not required
Schedule:

Monday to Friday
Experience:

Medical Receptionist: 1 year (preferred)
Work Location: In person