Job Description

Key Responsibilities Liaising closely in the first instance with the Administration Manager (and if required the Practice Manager) with all matters relating to the day to day running of reception, the waiting areas, and public areas. To prepare reception staff rotas ensuring adequate daily cover. Liaise with the Administration Manager and/or Practice Manager in the recruitment of reception staff and assist in the interview process. Prepare induction programme and review training.



To prepare the surgery for opening at 8.00am ensuring external doors are unlocked, blinds opened, waiting rooms are lit and ventilated/heated, booking in machines logged in and the PowerPoint waiting room screen display set up. To be fully conversant with any surgery protocols and policies that affects the reception team. To deal courteously and helpfully with patients and any member of the public who may visit or telephone the surgery. To understand the booking in procedure for visitors to the practice (i.e., completion of Visitor Log, issue of Visitor Badges, signing out etc.) To make appointments for consultations, clinics, representatives, or other visitors and to have accurate understanding with the booking arrangements for each clinician and the nursing team.



To sign post patients to the most appropriate service or healthcare professional. To be familiar with the methods employed in dealing with emergency, urgent, and temporary patients. To follow the surgery protocol for listing all visits and telephone consultations on the clinical system. Actioning appropriate tasks and forwarding to relevant staff.



To be able to generate repeat prescriptions, pass to relevant doctor and ensure that the signed prescriptions are sent to the patients nominated pharmacy. To arrange emergency/same day transport including 999 calls and 14-hour ambulances. To understand the procedure for dealing with specimens including the ICE system and giving out simple results. To always maintain a tidy efficient office area with the aim of maximising efficiency.



To ensure that the reception area is stocked with the necessary forms, stationery, and equipment and to inform the member of staff responsible for ordering any items when required. To ensure that the surgery is closed, and the check list completed at the end of each day. Waiting rooms and external doors are locked and any PCs are shutdown at the end of the working day. Provide general administrative assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.



Other appropriate duties consistent with the nature and grading of the post which may be allocated, as the situation dictates at the request of the Partners, Practice Manager, or Administration Manager.