Job Description

JOB DESCRIPTION - RECEPTIONIST (ROTTON PARK MEDICAL PRACTICE)

Please complete the pre-screening questions to allow us to assess you suitability for the position. FAILURE TO COMPLETE THE PRE-SCREENING QUESTIONS MAY RESULT IN YOUR APPLICATION NOT BEING CONSIDERED.

We reserve to right to close the advert if we get suitable candidates or a large response to the advert before that date. Interviews will be week commencing 11th August 2025 and will be conducted in person on site.

Full comprehensive training is offered to support the successful candidate.

We are looking to recruit 1 member of reception staff. The successful candidate will be required to do working

working pattern DURING PROBATION PERIOD:

Tuesday 1.30pm-7.30pm, Wednesday 1pm-6.30pm and Thursday 1.30pm-7.30pm (17.5 hours a week)

The successful candidate will be working with an experienced team of receptionists and administrators in an Outstanding CQC inspected practice, to help support the clinical staff in delivering a high standard of care to the registered patient population. We are looking for someone to come and work in our happy and friendly team and contribute in a positive way to the team. We have a purpose built building, with secure off road parking and excellent public transport links.

Main duties of the job:

The post is open to experienced receptionists already working in the NHS and in GP and people who have no experience. Training and support will be offered. Please see person specification for details of the skills required. A good attitude and strong desire to work and contribute to the team is essential. Excellent communication skills (both verbal and written, including typing skills) with the public is essential, along with a desire to help people. Flexibility to cover leave is essential.

Overview of organization

: We have a well established team that is always thriving to help support each other and our patients. We have about 5000 patients and support a clinical team of GPs, junior doctors, nurses, PAs, HCAs and clinical pharmacist.

Job Title:

Receptionist.

Reporting to:The Practice Manager/Partners.

Role 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 provide efficient, helpful, informative and supportive reception and administration services to patients and members of the primary health care team. The following list serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform different tasks as necessitated by the development of this role as the practice develops, and the overall business objectives of the practice change

and you may be asked to carry out duties not listed here but deemed to be within you grade and competence by the Practice Manager or Lead GP.

This job description may be varied to include new duties.

Reception duties:

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. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Enter requests for home visits into the home visits book, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, in line with Practice protocol. Preparing repeat prescriptions and sending requests for acute or past prescriptions to doctors Take action on clinicians' requests for further information/patient contact information etc (including computerized practice notes), ensuring completion of all associated paperwork. Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same. Enter patient information on to the computer as required. Prepare clinical rooms for surgeries, supply prescription forms and record numbers in use and ensure adequate supplies of consumables (including bottles, couch rolls, test request forms etc.). Patients' inquiries are handled courteously and efficiently. Filing, record keeping and the distribution of documents are undertaken efficiently and promptly. The computer data is entered efficiently and accurately. Instructions from Partners or line manager are followed opening post Scanning of documents READ coding/summarizing of medical records to open the premises and checking the heating and ventilation (as required). Restoring telephone services to normal daytime use and turning on the answering machine at the end of the surgery. Distributing patients' records if needed to the doctors for their surgeries and ensuring the records of the patients without appointments are available to the doctor at the time when the patient is seen. Ensure all clinical rooms when in use have a supply of prescriptions . Ensure when rooms are not being used that prescriptions are removed and locked away in accordance with practice prescription security policy and that the opening of new prescription boxes and new the removal of new prescriptions from a box are recorded correctly filing of prescriptions while waiting for collection Preparing investigation forms e.g. blood forms, urine forms, for patient collection Receiving and 'routing' patients on arrival. Answering general inquiries, explaining practice procedures, making new and follow-up appointments, and dealing with the patients' requests for prescriptions. Filing and extracting records and any other relevant documents:- Filing records of new patients received from FHSA (after sorting into chronological order) and ensuring the health promotion check procedures are initiated; Extracting records of withdrawals from the list and dispatching to the FHSA; Filing of blood test, X-ray reports, letters, etc into chronological order. ordering medical supplies as needed Doing stock checks as instructed and keeping a record e.g. first aid box, home visit box, stock room Receiving and recording messages for nurses and doctors and any other staff. handing over important information to incoming reception staff at the end of your shift e.g. urgent script to be collected Keeping the whole of the surgery tidy and clean, including waiting room, reception, consulting rooms, corridors and toilets. If the cleaner is absent for what ever reason, then it will the receptionist duty to clean and vacuum the surgery. Ensuring the reception area is left tidy and ready for use by incoming colleagues and that information about unresolved, outstanding or urgent matters are passed on. Typing letters or documents if required. Recalling patients as instructed Sending referrals Carrying out any other new reasonable duties within the bounds of this job description, including operating new electronic methods of carrying out reception work eg computer related skills and paperless working skills. Making tea or coffee for the doctors. checking and recording vaccine fridge temperatures Taking receipt of vaccines and ensuring the cold chain is maintained. Recording this correctly Preparing medical records / CD's for sending to solicitors All activity related to a patient apart from routine appointment making must be recording in the patient records attendance to and participation within Practice meetings Chaperoning ( only once DBS check has come back satisfactory and training has been completed) All allocated duties must be completed during the designated shift. Premises:*
Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated. Ensure that all new patients are registered onto the computer system promptly and accurately Make and serve refreshments for meetings, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff. Covering colleagues' holiday and sick cover as required. Process incoming and outgoing mail according to practice protocols. Record actions taken in patient record where appropriate or in accordance with practice protocols. Complete other Daily/ Weekly and Monthly core tasks to support to smooth running of the reception area Any other administration duties as necessitated by the needs of the practice.

Confidentiality

:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines*
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.

Equality and Diversity:

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of their own personal and/or professional development Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality: The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet patients' needs Effectively manage own time, workload and resources doing E-learning, attending training sessions, tutorials and Practice and reading Practice polices and procedures You will be required to undertake this training; some of this will be annually. There is not an exhaustive list and other mandatory training may be required to be completed. Failure to complete mandatory training in a timely fashion will be regarded as breach of contract.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise people's needs for alternative methods of communication and respond accordingly Follow communication policy

Contribution to the Implementation of Services:

The post-holder will:*
Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate
Job Types: Part-time, Permanent

Pay: Up to 12.21 per hour

Benefits:

Company pension Free parking On-site parking
Application question(s):

Can you pick up additional hours to cover sickness and annual leave at short notice? Y/N Would you be able to get 2 employment references? Do you live within 5miles of the site?
What is your post-code?
What would be your mode of transport?

can you do the hours: Tues 1.30-7.30pm (6hrs) , Wed 1-6.30pm (5 1/2 hrs), Thurs 1.30-7.30pm (6hrs) : Y/N
Education:

GCSE or equivalent (required)
Work Location: In person

Application deadline: 08/08/2025
Reference ID: 250822R
Expected start date: 26/08/2025