Receptionist & Admin

We are looking for a Receptionist and Administrator to join our busy, supportive team. These are people-focused roles where kindness, communication, and teamwork are just as important as accuracy and efficiency. Our reception team are the face of the Practice and provide a vital first impression of our excellent surgery. If you are a positive, outgoing and professional person who enjoys engaging with the public, this role would suit you. We require 27 hours per week. Our administration team operate more behind the scenes and have less direct patient contact. If you are well organised, professional and enjoy working as part of a team, this role could be for you. We require 23 hours per week. Both of the roles offer the opportunity for you to provide positive experiences to our patients.

To apply for either of these posts, please submit your CV with a short covering letter to the email address listed.

Main duties of the job

• Our receptionists are the first point of contact for patients, answering calls and dealing with a wide range of enquiries.
• This includes helping patients book appointments, answering general questions, and supporting with administrative requests such as prescriptions and test results.
• You will listen carefully to patients, many of whom may be ill, stressed, anxious or upset, and guide them to the most appropriate service or clinician in a calm, professional, and friendly way.
• Our administrators work mainly behind the scenes making sure the surgery wheels turn smoothly.
• Responsibilities include management of Subject Access Requests, summarising of patient records, processing incoming correspondence, requests for information, patient registrations and deductions among others.

About us

We are a high performing and supportive GP practice based in the village of Terrington St Clement's. We serve around 7800 patients who live in the village and surrounding area. We are proud of our Practice and its performance. We receive excellent feedback from our patients and set high standards for ourselves. We have an excellent practice team, comprising of clinical and non-clinical colleagues who all work extremely hard to provide safe and effective care to our patients. We are rated Good by the CQC. If you join us, you will receive support, training and excellent working conditions. We care about our people.

Job responsibilities

• The Receptionist is responsible for maintaining a professional and effective receptionist service to our patients.
• Booking appointments for patients or taking sufficient detail for clinical triage to be undertaken.
• Rescheduling appointments as required.
• Ensuring that test results are given to patients in line with the detail provided by the reviewing clinician.
• Receiving patients as they enter our premises, ensuring that they are booked in for their appointment.
• Answering patient queries and providing general assistance.
• Register temporary patients.
• Respond to needs of our clinical team during surgery.
• Collect fees from patients for providing non-NHS services.
• General housekeeping (e.g. Keeping reception and waiting area tidy).
• Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols.
• Receiving deliveries at the Practice and notifying the relevant teams, being particularly mindful of the need to maintain the cold chain for vaccinations.
• Supporting patients who may have a problem or complaint and offer viable solutions to them prior to escalating the complaint.
• To deal with all information sensitively and in accordance with confidentiality guidelines.
• To assist colleagues with all tasks, as required.
• To follow and comply with all policies and procedures, reporting concerns as appropriate.
• To fulfil personal responsibilities for all matters relating to health and safety and risk management.
• Ensuring that entries made into patient records are accurate and professional at all times.
• Attending and contributing to relevant meetings both internally and externally.
• Communicating effectively and sensitively with patients, carers, service users, and colleagues whilst respecting everyone's dignity and confidentiality.

The Administrator is responsible for

• Maintaining a professional and effective administrative service.
• Managing patient notes received when patients join the Practice and also when patients leave or pass away.
• Accurately scanning incoming correspondence into our clinical system.
• Accurately coding patient letters in line with Practice policies.
• Sorting incoming post.
• Dealing with all information sensitively and in accordance with confidentiality guidelines.
• Assisting colleagues with all tasks, as required.
• Following and complying with all policies and procedures, reporting concerns as appropriate.
• Attending and contributing to relevant meetings both internally and externally.
• Communicating effectively and sensitively with patients, carers, service users, colleagues, and staff whilst respecting everyone's dignity and confidentiality.

This is not meant to be an exhaustive list of duties. The need for flexibility is required and the post holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

Person Specification

• GCSE minimum grade C or 4 in English and Maths.
• Familiar with Microsoft Office.
• Previous experience in primary care, or any healthcare setting.
• Previous experience of SystmOne.

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.