Patient Co-ordinator in Whitstable

Whitstable Medical Practice is seeking two enthusiastic, motivated, and patient‑focused Patient Co‑Ordinator (Receptionist) to join our friendly team at Estuary View Medical Centre. Previous receptionist and administrative experience is required, as well as excellent communication, organisation and IT skills. The successful candidate must also be a team player and flexible to cover additional hours for holidays and sickness.

Opportunities

• Opportunity 1 (22 hours/week)
  Monday: 07:45 – 13:15
  Thursday: 07:45 – 18:45
  Friday: 13:15 – 18:45
• Opportunity 2 (22 hours/week)
  Monday: 13:15 – 18:45
  Tuesday: 13:15 – 18:45
  Thursday: 13:15 – 18:45
  Friday: 07:45 – 13:15

When applying, please indicate whether you are applying for Opportunity 1 or Opportunity 2.

Main Duties

• Serves as the first point of contact for patients, departments, and external offices, managing the surgery switchboard and directing enquiries appropriately.
• Works across front and back office reception desks, schedules appointments and assists patients with enquiries both in person and over the telephone.
• Book appointments face to face and over the phone.
• Check patients in for appointments and advise where to sit.
• Receive and record requests for home visits, DN visits, telephone consultations, and take messages.
• Give test results to patients or chase up when necessary.
• Complete temporary resident forms and add details onto the computer when necessary.
• Take requests for prescriptions and distribute them.
• Input new patient questionnaires.
• Complete DN referrals and email to referral centre.
• Assist with general enquiries.
• Open, date‑stamp and distribute post (external and internal).
• Access workflow through Docman and take appropriate actions.
• Access path links and take appropriate actions.
• Contact patients on the doctors’ behalf to arrange follow‑up appointments, prescription collections, test results, etc.
• Order ambulances as required by the GPs.
• File prescriptions and record in pharmacy book.
• Receive and record payments for medicals, insurances, overseas visitors, etc., and file letters from GPs.
• Fill envelopes for mailshots.
• Ensure a good supply of, and print when necessary, practice leaflets, new patient questionnaires, change of address forms, etc.
• Monitor surgeries and clinics.
• Enter information onto and use the practice computer generally.
• Familiarise with Whitstable Medical Practice protocols and participate in their updating.
• Notify incoming receptionists of all relevant information and outstanding matters.
• Clear consulting rooms and leave them tidy for the next surgery.
• Ensure the post tray is cleared every evening.
• Participate in regular protocol updates.
• Carry out other duties as directed in line with practice needs.
• Greet visitors, have them sign the visitors’ book, inform appropriate managers, and direct them to the correct place.
• Add patient lists to visiting consultants on the practice computer system.
• Check patients in and direct to relevant waiting area, keeping updated on room usage during each shift.
• Pass on correct contact information when patients enquire about external clinics.
• Take deliveries or direct them to the relevant department.

Person Specification

Qualifications

• Essential – Minimum Grade C GCSE or equivalent in English Language and Maths.
• Desirable – Administration qualification.

Experience

• Essential – Previous experience of reception, administration and general office work; experience in a customer‑service environment; experience working as part of a team.
• Desirable – Experience dealing with the general public; previous experience in a primary care setting or NHS; knowledge of EMIS or other clinical systems.

Skills and Abilities

• Communication with people at all levels by telephone, in writing and face to face.
• Accuracy and attention to detail.
• Excellent organisational skills with the ability to multi‑task.
• Problem solving and initiative.
• Calm under pressure.
• Team player.
• Tact, diplomacy and sensitivity.
• Handling sensitive issues with strict confidentiality.
• Reliability and flexibility.
• Strong IT skills, including Microsoft packages.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.

Employer Details

Whitstable Medical Practice – Estuary View Medical Centre, 25 Estuary View Business Park, Boorman Way, Whitstable, Kent, CT5 3SE, United Kingdom.

Website: https://www.whitstablemedicalpractice.co.uk/

Job Details

• Reference number: A2876-26-0011
• Salary: £12.71 to £13.15 per hour
• Contract: Permanent
• Working pattern: Part‑time
• Location: Estuary View Medical Centre, Whitstable, Kent, CT5 3SE, United Kingdom
• Date posted: 09 June 2026