Job Description

Castle Medical Group

JOB TITLE: RECEPTIONIST/ADMINISTRATOR

Hours: will be

Monday, Wednesday, Thursday and Friday 7.30am -6.30pm 40hours per week over both practice sites on a rota basis 10hrs per day

Castle Medical Practice LU1 3AG - Main site

And

Churchfield Medical Centre LU2 9SB - Branch site

Job Summary

Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way. Provide 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. To support the medical secretary/Admin team in undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Core to the role is the responsibility of all private letters, medical reports and supplying medical records to patients. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS). Read coding and summarising of patient records, to assist to record all new pregnancy's, book all baby and mother postnatal checks, Childhood and adulthood immunisations, Run required reports and submit claims

Primary Responsibilities

The following are the core responsibilities. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

Reception:

Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non disruptive manner. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Give out signed prescriptions or token numbers- ensuring that the name and address is checked. If paper prescription given mark in patients records collected and who by

Take money and issue receipt for any payment taken for, Private treatment, letters, or forms.

Give to patient any form or letter that has been prepared for them ensuring payment has been received. Prepare samples and log ready for collection by courier. Ensure reception is always clean and tidy and daily cleaning is carried out and sheet sign. Report incidents, compliments and complaints and deal with them in line with Practice guidelines.

Administration:-

Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. Deal with dashboard request Processing of prescription requests Actioning of Admin Tasks/Letters Processing of patients online request / Email Processing all incoming mail Any task as requested by Partners/Practice Manager/Deputy Practice Manager/ Operational manager or team leader.

Secondary Responsibilities

In addition to the primary responsibilities, to support medical secretary team.

a. Typing letters, dictation, reports and associated documentation as required.

b. Liaising with external agencies such as solicitors, hospitals and community services, ensuring referrals are processed efficiently.

c. Manage all enquires in an effective manner.

d. Maintain an accurate database.

e. Scanning of patient related documentation and attaching scanned documents to patient's healthcare records

f. Input data into the patient's healthcare records as necessary.

g. Process referrals using the electronic referral system (ERS)

h. Assist with private work and letter requests.

i. Process requests for information i.e., SAR, insurance / solicitor's letters and DVLA forms,

j. Read code data and summarise notes on Clinical system.

k. Assist to record all new pregnancy's,

l. Assist to book all baby and mother postnatal checks.

m. Assist to book all Childhood and adulthood immunisations.

n. Run required reports and submit required claims as requested. o. Submit monthly PPA claim.

p. Carry out system searches as requested.

q. Maintain a clean, tidy, effective working area at all times.

r. Support all clinical staff with general administrative tasks as requested.

s. Complete opening and closing procedures in accordance with the duty rota

NO SMOKING POLICY

The Practice operates a smoke free policy which means that smoking is not allowed anywhere on Practice sites including buildings
Job Type: Full-time

Pay: From 12.21 per hour

Benefits:

Company pension Employee discount On-site parking
Work Location: In person

Application deadline: 29/09/2025