Job Description

Trinity Surgery

Receptionist and Administrator

Permanent position - Part time

Trinity Surgery is seeking a part time skilled Receptionist / Administrator, to join our pro-active and friendly team.

We are looking for a highly motivated individual who can demonstrate excellent IT, administration and communication skills, who is committed to promoting and providing excellent patient centred services. You should enjoy working within a team with the ability to multi-task and work well under pressure.

The ideal candidate will have experience of working in administration. Previous experience of working in a GP Practice, knowledge of the SystmOne clinical system, medical terminology, read coding, the Quality and Outcomes Framework (QoF) and GDPR is desirable but not essential as full training will be given; multi-lingual skills may be beneficial. Accuracy and attention to detail are essential.

If you possess the above qualities, are willing and eager to learn new skills and are flexible in your approach to work we would like to hear from you.

We are strongly committed to safeguarding and promoting the welfare of children and all patients.

JOB DESCRIPTION

Main duties of the job:

To provide all the necessary admin and clerical support required to ensure an efficient, effective and high quality service for patients and to work with colleagues to ensure the smooth running of the practice.

Main purpose of post:

To provide a point of contact for patients and act as a focal point for communication between patients, doctors and other medical staff. To provide efficient, accurate administrative support for clinicians, patients and colleagues

RECEPTION DUTIES

Respond to all queries and requests for assistance from patients and other visitors

Greet patients and direct them from reception into waiting area.

Ensure patients without appointments but in need of urgent consultation are seen according to surgery protocol

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed

Advise patients of relevant charges for private services, accept payment and issue receipt for same

Enter on computer any requests for home visits and provide a computer print-out

Ensure that any prescription requested urgently for the day are passed for action to the repeat prescription clerk or other person as appropriate

Action requests for ambulance transport

Ensure all incoming and outgoing mail is directed appropriately

Ensure reception and waiting areas are kept neat and tidy

Taking fees from patients, entering in day book and issuing receipts.

Ensuring sufficient forms and documents are available in Reception

Work safely at all times in accordance with practice policy

The performance of any other reasonable duties requested by the Doctors, Practice Manager or Reception Team Leader

OPERATION OF TELEPHONE SYSTEM

Receive and make calls as required in accordance with surgery protocol. Divert calls and take messages in accordance with surgery protocol

Ensure the system is operational at the beginning of each day and switched over to night service and answerphone operational at the end of each day

MANAGEMENT OF APPOINTMENT SYSTEM

Ensure total familiarity with all appointment systems in effect including regular and incidental variations Book appointments and recalls ensuring correct information is recorded Ensure appropriate booking of appointments in line with practice protocol Monitor effectiveness of the system and report any problems or variations required
START AND END OF DAY PROCEDURES

Open up premises at the start of each day, switch off alarm system and make all necessary preparations to receive patients

Follow "End of Day" procedures and ensure preparations for the next working day are complete

Secure premises at end of day, ensure building is totally secure, internal lights off and alarm system activated

SPECIAL REQUIREMENTS OF THE POST

An understanding, acceptance and adherence to the need for strict confidentiality An ability to use own judgement, resourcefulness, common sense and knowledge, to respond to patients enquiries and requests Excellent communication skills Ability to prioritise workload Accuracy and attention to detail

PERSON SPECIFICATION

Qualifications

Essential

5 or more GCSEs Grade 9-4 or higher in relevant subjects
Experience

Essential

Experience of dealing with members of the public Experience of working in a customer service role
Desirable

Experience in Primary Care/NHS/caring profession Experience in using SystmOne clinical software Medical terminology knowledge
Knowledge & Skills

Essential

Ability to understand and learn new software and administrative procedures. Familiar with email and the internet IT literate including experience in using Word and Excel Excellent communication (oral and written) and interpersonal skills Good time management skills and able to work under own initiative Accuracy and attention to detail An understanding, acceptance and adherence to the need for strict confidentiality Ability to work without direct supervision and determine own workload priorities Able to manage stress and work under pressure Adaptable to change Ability to learn new tasks and work to instruction
Desirable

Knowledge and understanding of rules regarding GDPR
Job Types: Part-time, Permanent

Pay: From 12.21 per hour

Expected hours: No more than 20 per week

Benefits:

Company pension On-site parking
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 13/08/2025