GP Receptionist in Virginia Water

Virginia Water Medical Practice (Packers) is looking for a motivated, reliable and flexible individual to join our busy team of receptionists.

The closing date is 01 December 2025.

Main duties of the job:

• Our reception shifts are 07.45-13.00 in the morning and 13.00-18.30 in the afternoon, Monday to Friday. On Saturdays we are open from 09.00 until 13.00.
• It is also expected that you will be able to work additional shifts by covering colleagues' annual/sick leave.
• The role is to assist with the daily running of reception including dealing with patients, and assisting colleagues and health care professionals.
• General administration and reception duties are required which include answering the telephone, assisting patients at the front desk, dealing with prescription requests, taking payments, booking and cancelling appointments, and giving test results where appropriate.

You must be organised, be able to multi-task, work under pressure, have excellent attention to detail and have excellent communication skills (written and verbal) as well as IT skills. You must also be a good team player who has previous experience working within GP surgeries and is confident using EMIS WEB and Docman.

About us:

We are a welcoming and forward-thinking NHS GP practice, dedicated to providing high-quality, compassionate care to our community. Our multidisciplinary team of GPs, nurses, healthcare assistants, pharmacists and administrative staff work closely together to deliver excellent patient-centred care. We pride ourselves on our friendly, supportive atmosphere where teamwork, respect and inclusion are at the heart of everything we do. Every team member is valued, and we encourage open communication, learning and professional development. Our work ethic is based on integrity, collaboration and continuous improvement. We aim to provide safe, effective care while supporting one another to achieve the best outcomes for our patients. Joining our practice means becoming part of a caring, motivated team that values wellbeing, flexibility and personal growth. We offer opportunities for training, development and innovation, and take pride in making a real difference to the lives of our patients every day.

Job responsibilities:

• To receive and direct patients and visitors of the practice, other users and their clients, promptly and courteously, ensuring that accurate information is supplied.
• Oversee patient appointment scheduling, check-in/out procedures, and phone call management.
• Cancel clinic and reschedule patients as when needed due to unavailability of clinicians.
• To ensure the efficiency, together with other members of the Reception team, for the appointment system, including clerical elements.
• To process incoming and outgoing telephone calls promptly, ensuring that callers are always answered courteously and clearly and that messages are always passed on to the appropriate person.
• To ensure that all queries and requests for assistance from patients and visitors are responded to promptly and within agreed timescales.
• Opening up/locking up of the practice premises and maintaining security in accordance with practice protocols.
• Processing repeat prescriptions in accordance with practice guidelines, EMIS tasks and emails and online patient forms.
• Contact IT and report issues in a timely manner, receiving a reference number and adding this information on EMIS home screen in absence of Reception Manager.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Ensuring incoming stock (boxes) are stored away in a safe manner and are not hazardous to building users.
• Loading and emptying the dishwasher and keeping the kitchen area clean and tidy.
• Maintain a clean, tidy, effective working area and Reception area, stocking leaflets and maintaining tidiness at all times and free from hazards in accordance with the practice policy.
• Signpost patients to the correct service.
• Support all clinical staff with general tasks as requested.
• To be responsible for advising patients of relevant charges for private services, accepting payment and issuing receipts.
• Input data into the patients healthcare records as necessary.
• To try and resolve minor complaints at Reception.
• Make the line manager aware via email of any complaint that was unable to be resolved verbally.
• To ensure that all queries and requests for assistance from patients and visitors are responded to within agreed timescales.
• To attend relevant practice staff meetings.
• To provide cover for absent colleagues and to work flexibly according to the needs of the practice.
• To identify, together with the management team, any personal training needs and to be prepared to undertake any relevant courses.
• To be aware of the practice philosophy and treat patients and visitors with respect and tolerance.
• Carry out any other administration duties appropriate, as required by the Management team or clinical staff.
• Develop and implement streamlined administrative procedures to enhance efficiency and productivity.
• Assist in training sessions on reception protocols, administrative procedures, and regulatory compliance as when needed by the team led by the reception team leader.

Person Specification:

• GCSE grade A to C in English and Maths.
• Excellent organisational abilities and attention to detail.
• Proficiency in office software, EMIS, and phone systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Commitment to upholding ethical standards and maintaining patient confidentiality.
• Knowledge of CQC regulations and experience ensuring compliance within a healthcare environment.

Experience:

• Previous experience in reception and administrative roles in a GP surgery or healthcare setting.

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.