Job Description

Are you looking for an exciting opportunity to join a friendly and supportive GP Practice Team?
We are looking to recruit an additional member of the Reception / Administration team to join our friendly practice in Topsham, Exeter; on a part time or full 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.
This vacancy is up to full time (37 hours) - Please state in your application how many hours you are ideally looking for.
Salary will increase over the 6 month probation period:

• Starting: 12.55/hr
• 3 months to 12.75^
• 6 months IRO 12.85^
• ^provided that probation reviews are passed at both stages.

Main duties of the job
To be responsible for undertaking a wide range of reception and administrative 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.
In addition to your administrative duties, you will support the practice team by providing first-line technical support to both clinical and non-clinical teams. Your responsibilities will include troubleshooting IT issues, ensuring the proper functioning of hardware and software, and maintaining smooth operations of our systems, liaising with external IT support as needed.
About us
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.

This vacancy is NOT subject to Tier 2 Sponsorship.
Details
Date posted
19 September 2025
Pay scheme
Other
Salary
12.55 to 12.85 an hour See advert for pay review structure
Contract
Permanent
Working pattern
Full-time, Part-time, Job share
Reference number
A1893-25-0008
Job locations
Holman Way
Topsham
Exeter
EX3 0EN
The Glasshouse Medical Centre
Glasshouse Lane
Exeter
EX27BT
Job description
Job responsibilities
Primary Responsibilities
Administrative:
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

IT Support:

• Provide frontline support to the team, addressing day to day IT queries to ensure smooth operations.
• Assist staff in submitting IT support requests to our service provider, and track progress to expedite issue resolution.
• Assist staff in submitting Telephony support requests to our service provider, X-ON SurgeryConnect, and track progress to expedite issue resolution.
• Identify, diagnose, and resolve less complex IT issues using troubleshooting techniques to minimise downtime.
• Support the installation and configuration of computer hardware and software as required, ensuring all components are set up and operational for the Practices teams.
• Collaborate with the Management team on daily tasks such as resolving queries, supporting teams with IT consumables usage (Printer toners etc), performing backups, and managing security tasks like user audits and software updates.
• Assist with the installation and configuration of new hardware components (printers, label printers, computers, monitors, measurement devices), optimising devices for user needs.
• Prepare workstations for new staff members, ensuring hardware and software are up to date, windows user is set up, smartcards are configured and NHSmail is ready.

Job description
Job responsibilities
Primary Responsibilities
Administrative:
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

IT Support:

• Provide frontline support to the team, addressing day to day IT queries to ensure smooth operations.
• Assist staff in submitting IT support requests to our service provider, and track progress to expedite issue resolution.
• Assist staff in submitting Telephony support requests to our service provider, X-ON SurgeryConnect, and track progress to expedite issue resolution.
• Identify, diagnose, and resolve less complex IT issues using troubleshooting techniques to minimise downtime.
• Support the installation and configuration of computer hardware and software as required, ensuring all components are set up and operational for the Practices teams.
• Collaborate with the Management team on daily tasks such as resolving queries, supporting teams with IT consumables usage (Printer toners etc), performing backups, and managing security tasks like user audits and software updates.
• Assist with the installation and configuration of new hardware components (printers, label printers, computers, monitors, measurement devices), optimising devices for user needs.
• Prepare workstations for new staff members, ensuring hardware and software are up to date, windows user is set up, smartcards are configured and NHSmail is ready.

Person Specification
Experience
Essential

• Experience or excellent knowledge of IT to be able to provide first-line support for software and hardware (i.e. printer) issues.
• Experience of using Microsoft Office packages
• Customer service experience
• Able to work under pressure and prioritise jobs
• Able to easily travel between both practice locations
• Office / Administrative experience

Desirable

• Experience of working in a GP Practice / Primary Care

Person Specification
Experience
Essential

• Experience or excellent knowledge of IT to be able to provide first-line support for software and hardware (i.e. printer) issues.
• Experience of using Microsoft Office packages
• Customer service experience
• Able to work under pressure and prioritise jobs
• Able to easily travel between both practice locations
• Office / Administrative experience

Desirable

• Experience of working in a GP Practice / Primary Care

Skills Required