BANK GP RECEPTIONIST in Willenhall

We are looking for a part-time GP Receptionist to join our friendly and supportive team. This is an excellent opportunity for someone who enjoys working with people, thrives in a busy environment, and wants to make a real difference to patient experience within primary care.

We currently have 15 hours per week available, working Tuesday, Wednesday and Thursday from 1:30pm to 6:30pm. However, some flexibility is essential, as these hours will change to cover staff leave, and additional overtime will often be available.

Our surgery is open Monday to Friday, 8:00am to 6:30pm, and shifts generally fall into either 8:00am to 1:30pm or 1:30pm to 6:30pm or both. We’re looking for someone who can commit to their set hours while being willing to adapt often to support the wider team. FLEXIBILITY WITH HOURS IS ESSENTIAL FOR THIS ROLE.

Main duties of the job

As a GP Receptionist, you will be the first point of contact for patients, providing a warm, professional and efficient service both in person, over the phone and online through email and online patient triage. You will be responsible for handling patient enquiries, managing appointment requests, and supporting patients to access the most appropriate services.

Day to day duties include:

• Assisting with prescription requests
• Signposting patients to the right clinician or service
• Carrying out a range of general administrative tasks to ensure the smooth running of the practice

About us

We are a busy, patient focused GP practice based within Pinfold Health Centre in Bloxwich, caring for a community of around 5,000 registered patients. Our team is supportive, approachable and committed to providing high quality care in a friendly and respectful environment.

Alongside routine primary care services, we also provide Minor Surgery to external practices. As a member of our team, you will be joining a practice where communication, teamwork and a positive work ethic are at the heart of everything we do.

Job responsibilities

Main purpose of the job

To contribute to the effective running of reception by receiving, assisting and directing patients to access the appropriate service or healthcare professional in a courteous, efficient and effective way. You will provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via electronic means i.e. telephone or email.

You will also be required to amend your hours to cover what is needed by the practice. This may involve admin duties such as scanning, coding, summarising (this list is non-exhaustive).

Job responsibilities include:

• Opening & Closing the Practice at the start & end of a working day
• Booking appointments for patients over the telephone and face to face
• Dealing with patient enquiries and ensuring action is taken if needed
• Receiving, monitoring and preparing repeat prescriptions for the Doctor to sign
• Scanning letters and documents
• Coding new diagnoses, procedures and results using appropriate read codes
• Liaising with solicitors and insurance companies that request medical reports/copies of medical records
• Recording receipt of all payments
• Booking minor surgery sessions and creating invoices for payment
• To summarise new patient medical records
• To prepare medical records deducted from the practice list for return to PCSE
• To deal with home visit requests
• To register new/temporary patients onto the computer system
• To process patients change of address on the computer and to have knowledge of the practice’s catchment area
• To check the telephone out of hours answer phone message is working and is correct at the end of a working day or when the practice is closed for staff training/meetings
• To ensure security of all patient identifiable information, by locking away at the end of a working day
• Communicating effectively with colleagues, patients and visitors
• Working effectively with individuals from other agencies to meet patients needs
• To familiarise yourself with the practice policies and procedures and to carry out your duties in accordance with these i.e. Emergency Procedures & Business Continuity Plans
• To check emails on a daily basis and ensure appropriate action is taken.
• To undertake such other tasks as may be required from time to time
• Chaperoning for Clinicians during medical examinations and recording this in patient medical records
• Defusing patient concerns to prevent a complaint being made
• Informing patients about abnormal test results and what action is to be taken
• Encouraging patients to use Online Services to book appointments, request repeat prescriptions and view their medical records
• Discussing patient referrals with Doctors and creating referrals on the e-referral website or completing a specific referral form
• Signposting patients to the most appropriate clinician or service depending on the patients medical needs

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 the 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
• Make effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintain work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified to the Practice Manager or GP

Equality & 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, in non-judgemental and respects their circumstances, feelings, priorities and rights
• Not discriminating against others because of their Age, Sex, Sexual orientation, Race, Religion, Marriage/Civil Partnership or Disability

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 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

Person Specification

Qualifications

• Excellent communication skills, with the ability to deal politely, calmly and professionally with patients both face to face and over the phone.
• Caring and approachable manner, with a genuine commitment to providing high quality patient service.
• Confident using computers and digital systems, including sending emails, using Microsoft Word and navigating clinical or administrative software (training will be provided).
• Ability to follow processes accurately, maintain confidentiality, and pay close attention to detail.
• Strong organisational skills, including the ability to prioritise tasks in a busy environment.
• Reliable and flexible, able to adapt to changing shift patterns when required to support the team.
• Team player, willing to support colleagues and contribute to a positive working environment.
• No formal qualifications required, but a willingness to learn and develop within the role is essential.
• Ability to use Microsoft Excel, including entering data and basic spreadsheet management.
• Experience completing audits or working with data to support practice reporting and quality improvement.
• Familiarity with coding and summarising medical records within a GP practice or similar clinical setting.
• Experience using clinical IT systems (e.g. EMIS, Clarity Team net) training can be provided.
• Previous experience working in a GP surgery, healthcare setting, or customer facing role.
• Knowledge of NHS processes, confidentiality, and information governance requirements.

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.