Job Description

We are looking for an enthusiastic, reliable, friendly, resilient and flexible individual to join our small Patient Services team.

The role will include: answering and making telephone calls, monitoring emails, booking appointments, handing out prescriptions and taking payments, checking patients in for appointments, dealing with incoming post and document scanning to patient records. The role is under constant review and development as we make improvements and therefore an ideal candidate will be open to fresh ideas and good at problem solving. It is a fast-paced role, requiring multi-tasking, prioritising skills and an ability to stand your ground whilst remaining cheerful and polite.

The position is for 16 hours per week over four days (Monday and Wednesday 1-5pm & Thurs and Fri 8-12) but the successful candidate must be available to cover colleagues' annual leave and/or sickness, sometimes at short notice. There may be a little flexibility in the arrangement of hours.

It is hoped that the interview date will be August 28th 2025

This advert will be closed when sufficient applications have been received even if this is before the advertised closure date.

Please contact Lee-Ann Dancer(Reception Manager) at the surgery for any further information

Cropredy Surgery, Claydon Road, Cropredy, Banbury OX17 1FB (Tel: 01295 758372)

Important points

Please note this is a rural surgery and so the successful candidate will need to have access to a car

This role is subject to a DBS check

MAJOR DUTIES AND RESPONSIBILITIES OF THE POST

1. Reception Duties

Ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms. Ensure that patients without appointments but who need urgent consultation, are seen in a logical a non-disruptive manner. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. Explain internet access arrangements to patients and ensure correct security procedures are followed. Advise patients of relevant charges for private services, accept payment and issue receipts for same. Respond to all queries and requests for assistance from patients and other visitors. Monitor and action incoming emails. Refer all requests for home visits to the Duty Doctor. In conjunction with the Dispenser ensure that requests for prescriptions are actioned where possible within two clear working days. Action requests for ambulance transport. Ensure reception and waiting areas are kept neat and tidy.

2. Management of appointment systems.

Ensure total familiarity with all appointment systems in effect including regular and incidental variations. Book appointments and recalls ensuring sufficient information is recorded to retrieve medical records. Monitor effectiveness of the system and report any problems or variations required

3. Management of medical records.

Ensure that information is available for the Doctor in the instances of urgent consultation. Retrieve and re-file records as required, ensuring that A4 records are in strict alphabetical order. Ensure correspondence, reports, results etc., are scanned in correct record. Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover of A4 records.

4. Preparation of consulting rooms.

Ensure that the consulting rooms are prepared for each consulting session. Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.

5. Operation of telephone system

Receive and make calls as required Divert calls and take messages as appropriate. Ensure that the system is operational at the beginning of each day.

6. Start and end of day Procedures

Open up premises at the start of day, set alarm to day function and make all necessary preparations to receive patients. Secure premises at end of day, ensure the building is totally secured, internal lights off, doors locked and alarm activated.

7. Any other delegated duties considered appropriate to the post

Daily filing and scanning Opening and distribution of daily post. Recording information in appropriate message books for colleagues including the deceased book. To ensure that all working areas are kept tidy and ready to use by incoming colleagues together with information about any unresolved or urgent matters.

8. 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 local knowledge, to respond to patients enquires and requests. Excellent communication skills.

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that reasonably may be requested the partner or the practice manager.

Job and person specification

Essential

Good customer service skills: Welcoming, Polite and diplomatic, Excellent telephone manner

Familiar with word processing

Excellent team player: Helpful, Willing to help others at busy times, Positive attitude

Works well under pressure: Keeps calm under pressure, Patient with colleagues and patients, Attention to detail

Able to work within guidelines

Able to act on initiative within the guidelines

Prepared to cover colleagues annual leave/ sickness

Flexible

A good standard of written and spoken English

Willing to be trained

Confidentiality of staff and patient information

Quick to learn

Positive attitude to new systems

Desirable

Used to appointment systems

Contributes to improving systems

Job Types: Part-time, Permanent

Pay: 12.21 per hour

Expected hours: 16 per week

Benefits:

On-site parking
Schedule:

Monday to Friday Overtime
Ability to commute/relocate:

Banbury OX17: reliably commute or plan to relocate before starting work (required)
Experience:

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

Application deadline: 22/08/2025