Receptionist / Admin

We are seeking a receptionist to join our practice of 9100+ patients. The role is 37.5 hours per week and must be available for afternoon shifts. Receptionist work is between the hours of 07:45 to 18:30 Monday to Friday. The successful candidate will need to be hard-working, flexible and enthusiastic. We are looking for a capable individual who is able to multi-task and work well under pressure.

INTERVIEWS WILL BE HELD VIA TEAMS week commencing 2nd February 2026. You must have your covid vaccines to join as a member of the practice.

Main duties of the job:

• Answering calls
• Processing prescriptions
• Dealing with patient tasks & queries
• Processing patient administration including snomed coding, typing letters via docman10
• Dealing with new patient registrations and deductions
• Processing recall letters as requested
• Inputting data into the patient's healthcare records as necessary
• Supporting clinicians/Practice Manager with general administrative tasks as requested

You will need excellent communication, administrative and IT skills and enjoy working with the general public. Previous experience in a similar position is preferable together with flexibility to cover additional hours.

About us:

We are a well-established training practice in a purpose-built (newly refurbished) premises, located on the Haringey Green lanes. The practice's aim is to provide our patients with an excellent standard of patient-centred care, with clinicians and patients jointly involved in all aspects of planning and delivering care to meet patients' health and well-being needs. You will work with colleagues including a team of GPs, practice Nurse, Healthcare Assistant, Clinical Pharmacist, Physician Associate & MSK practitioner, administrative staff and a wide variety of other health professionals. There is free parking available on site.

Job responsibilities:

• To greet patients in a friendly and courteous manner at all times
• To answer telephone calls in a polite and professional manner
• To make appointments for the doctors surgeries and nurses clinics using the Practice clinical information system
• Answering patient queries regarding various Practice policies and initiatives
• Advise patient when completing new patient registration forms, explaining the surgery policies
• To listen to patient complaints, making sure that they are addressed and dealt with appropriately
• To retrieve patients medical records for various clinics and surgeries and file back patient medical records in the correct order
• Fax correspondence as requested and record
• To scan all hospital correspondence accurately using the Docman System
• Process repeat prescriptions as per the Practice policy
• Ensure all forms are passed to the appropriate destination and completed and checked by you when required
• Receiving and recording requests for home visits in line with expected standards
• Receiving, recording and booking requests for transport
• Direct accurate patient information to the appropriate clinician using EMIS Web
• To cover duties for other members of staff, this may arise in the case of absence, sickness and holidays
• Chaperone GP if required, following training
• Shared responsibility for reception, waiting rooms and consulting rooms upkeep and tidiness including leaflets and posters
• To ensure that strict confidentiality protocols are adhered to
• Attend and contribute to staff meetings
• To comply with Health & Safety Procedures and report any areas of concern to the Practice Business Manager
• Opening and closing of premises when required
• To undertake any other duties as may be determined from time to time to ensure the efficient running of the Practice
• Add registrations to the system as per policy
• Promote, encourage and activate patient on-line access
• Ensure relevant/appropriate contacts with patients are documented in notes
• Ensure email, tasks, Docman and EMIS email are checked daily
• Open and process post according to agreed practice policy
• Frank and post out-going mail as per policy

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 recognises the importance of peoples 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

The post-holder will participate in any training programme implemented by the practice as part of this employment, with 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
• Complete all required regular training
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Ensure you are aware of the organisations safeguarding policies and procedures and know how to action any concerns

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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources
• Comply with Information Governance requirements

Communication:

The post-holder should recognise 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 peoples 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

Person Specification:

• Education to GCSE (or equivalent) including English language & Math
• Ability to be discrete and maintain absolute confidentiality
• Excellent telephone manner
• Good verbal and written communication skills in English
• Accuracy and an eye for detail
• A calm, pleasant and reassuring personality
• Ability to work under pressure and as part of a team
• Ability to be flexible regarding hours/tasks
• Previous experience in a healthcare setting/dealing with the general public
• Previous experience in a GP Surgery
• Experience using Microsoft Office
• Ability to work on own initiative
• Ability to work confidently within the role, referring matters to reception supervisor, doctors or practice manager as appropriate

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£12.21 an hour starting pay, we can then review.