Job Description

: Medical Administrator / Receptionist

Job Summary

The Medical Administrator/Receptionist is a key member of the practice management team, providing essential administrative and frontline support to ensure the efficient day-to-day running of the surgery. This role requires a self-motivated, disciplined individual capable of managing a split workload that prioritises administrative accuracy while maintaining a professional and welcoming presence for patients.

Key Responsibilities: Administrative & Clinical Systems

System Management:

Proficiently use

EMIS

for patient data entry, ensuring that data quality guidelines are strictly understood and adhered to.

Scottish Protocols:

Manage and process clinical information through

Docman

,

SCI Gateway

, and update

Key Information Summaries (KIS)

as required.

Prescription Processing:

Accurately process repeat prescription requests in accordance with established practice protocols.

Data Accuracy:

Maintain up-to-date and accurate patient records while respecting the privacy, dignity, and beliefs of all individuals.

IT Support:

Resolve simple printer or computer issues and log complex IT calls via the appropriate helpdesk, following up until resolution.+1

Reception & Patient Services

Appointment System:

Maintain the appointment system and ensure the smooth flow of clinics, highlighting any cover issues to the Management Team.

Patient Interaction:

Greet patients and visitors in a non-judgmental manner that respects their circumstances, feelings, and rights.

Communication:

Handle telephone enquiries effectively and recognise when patients require alternative methods of communication.

Resource Management:

Maintain regular daily communication with the Practice Manager or Assistant Practice Manager regarding planning, resource management, and any potential threats to service delivery.

Organisational Support

Meetings:

Provide administrative support for non-clinical meetings, including agenda preparation and minute-taking as requested by the Management Team.

Practice Protocols:

Apply and suggest improvements to practice policies and standards to enhance overall team performance.+1

Mail Handling:

Assist in the processing of incoming mail and clinical results.

Compliance and Professionalism: Health, Safety, and Security

Risk Management:

Actively identify, report, and correct health, safety, and infection hazards immediately when recognised.+1

Infection Control:

Maintain work areas in a tidy, safe way, adhering to the practice Infection Control policy and attending annual training.+2

Premises:

Assist in ensuring the surgery premises are well-maintained and secure through regular observation and audit.

Equality and Diversity

Rights & Beliefs:

Act in a way that recognises the importance of people's rights and respects the beliefs of patients, carers, and colleagues.

Inclusive Behaviour:

Behave in a welcoming manner that is consistent with practice procedures and current equality legislation.

Personal Development

Performance Review:

Participate in an annual individual performance review and take responsibility for maintaining a record of personal and professional development.

Training:

Complete all mandatory training and assist in the induction and training of new staff members where appropriate.+1

Employment Details

Reporting Line:

Reports directly to the

Assistant Practice Manager

and the

Practice Manager

.

Hours:

Full-time (37.5 hours per week).

Working Pattern:

Monday to Friday, within the core surgery hours of 08:00 - 18:00.
Job Type: Full-time

Pay: 12.71-13.00 per hour

Expected hours: 37.5 per week

Benefits:

Company pension Employee discount Free flu jabs Free parking Health & wellbeing programme On-site parking Sick pay
Work Location: In person