Job Description

We are looking to recruit a Receptionist in a part-time role. Our core hours are 8am - 6.30pm. The ideal candidate will be someone with enthusiasm, IT skills and a good understanding of customer service. This is a permanent position with hours to be negotiated.

Closing Date 9th September 2025 and Interview Date 16th September 2025.

More details available on NHS job via:

https://www.jobs.nhs.uk/candidate/jobadvert/A0875-25-0002

Salary:

24,148 a year

pro-rata based on a working work of 37.5 hours

Receptionist

Reports to: Reception manager

Hours: Mon - Fri (with possibility of early start, late finish or occasional Sat)

Core Hours 8.00 - 18.30

Reception work patterns will be arranged in shifts. Preferred days and shift patterns will be accommodated where possible but there will occasionally be a need for all reception staff to be flexible in order to cover leave and possible extended hours shifts.

Job Purpose

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Project a positive and friendly image to all patients and other visitors, either in person or via the telephone. Adopt a "here to help" approach and promote a "can do" ethos.

Carry out a range of administrative tasks relating to patient's medical records and the flow of information.

Key Relationships

Patient, Visitors, GPs, Nurses and Community Staff

Main Tasks and Responsibilities

Reception

Provide a reception service for the Practice and Community Clinics including:

Dealing with queries and requests for appointments including signposting and navigating patients to the appropriate clinician or service Receiving patients consulting with members of the practice/community services team Answering general enquiries, explaining surgery procedures Receiving and passing on messages for other practice staff Receiving and recording requests for home visits Ensure reception and waiting areas are kept clean and tidy Respond actively to queries and requests for assistance from patients and other visitors Enter requests for transport in relevant book and order as appropriate Registering patients for Emis Access Be able to cover all reception positions as necessary including appointment telephone line and enquiries telephone line and front desk To have a thorough knowledge of all Practice procedures Respond to a patient in an emergency Advise patients of relevant charges for private services, accept payment and issue (vat) receipts for same Deal with patient request for registration as per the practice protocol Explain to patients requesting registration Practice arrangements and formal requirements Offer new patients an invitation for a new registration check and give a copy of the practice leaflet Respond to patients Accurx requests as instructed

Appointments

Provide and effective care navigation and signposting service for patients seeking appointments Process new and follow up appointment requests from patients Demonstrate familiarity with all appointment systems in operation Demonstrate up to date awareness of the various range of services the practice/community provides Cancel appointments when necessary Book new and follow up appointments ensuring that enough information is recorded for clinician to follow Monitor and direct patients where necessary to consulting and treatment rooms Encourage and monitor use of automated check in system Ensure patients without appointments but who need urgent consultation are seen Draw the Doctors/Nurses attention to any patient who may need immediate attention Make the Doctors/Nurses aware of patients with special needs e.g. deaf or blind Organise ambulance and other transport for patients Occasionally work in the triage hub with one of our triage GPs. Booking appointments as required

Patient Records and Administration

Assist in the following general administration tasks which are carried out within the reception area:

Scanning documents following standard operating procedure and utilising the Docman system. Filing of patient records and putting together of patient notes. Dealing with PMAs and copy notes as required. General photocopying

Telephone

Have working knowledge of telephone system Receive and make calls as required Process calls received for general enquires, appointments, home visits, results line and emergencies Divert calls and take messages as appropriate Ensure that the telephone system is operational at beginning and end of each day in accordance to practice protocol

Computer

Be fully conversant with the Practice computer system Be fully conversant with the use of e-mail, Practice notes and patient notes Strictly adhere to the practice computer security protocol Be fully conversant in using the Accurx system

Other Duties

Clear rooms after surgeries Ensure building security - have thorough knowledge of doors/windows/alarms Keep notice board up to date Attend training sessions Other delegated duties considered appropriate to the post

NOTE: The practice operates a number of policies and procedures (see below). Breach of these may lead to disciplinary action, and in some cases will be gross misconduct, which may lead to dismissal.

As a staff member of Pershore Medical Practice, you have a responsibility to communicate clearly, accurately and positively about the Practice and on no occasion to reflect the practice in an unfavourable light.

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.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner, which is welcoming to and of 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 own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Participation in Receptionist update course Medical terminology course CPR updates Appropriate IT Competency.

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.

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 Recognize people's needs for alternative methods of communication and respond accordingly.

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. To cover for colleagues during their absence due to leave or sickness when requested. This will entail a need to work outside of normal contracted hours.
NOTE: This job description was accurate at the time of its compilation. However changes are frequent in general practice and post-holders are expected to be flexible and to agree to reasonable changes from time to time once these have been discussed with the post holder.

PERSON SPECIFICATION

Characteristics

Qualifications and Experience

Essential

Experience of working in a public reception environment

Experience of dealing with the public/patients

Commitment to personal and professional development

Desirable

Experience of medical reception work

Experience of Primary Care

Practical skills

Essential

Telephone skills

Computer keyboard skills

Excellent communication skills

IT skills

Customer service skills

Desirable

Familiarity with medical technology

Qualities/Attributes

Essential

An understanding of and adherence to the need for strict confidentiality

Ability to use own judgement, resourcefulness and common sense

Ability to work without direct supervision and determine own workload priorities

Ability to work as part of an integrated multi-skilled team

Ability to project a positive and friendly image to patients and visitors

Pleasant, articulate and helpful

Desirable

Ability to work under pressure

Ability to work in a changing environment

Innate abilities and interpersonal skills

Essential

Enthusiastic

Quick learner

Flexible

Able to use own initiative

Team worker

Calm and self reliant

Desirable

Ability to be firm without appearing rude

Job Type: Permanent

Pay: From 24,148.00 per year

Work Location: In person