Medical Receptionist in Newcastle upon Tyne

As a Medical Receptionist, the successful candidate will provide comprehensive reception and administrative support to our multidisciplinary team, ensuring the smooth, efficient, and patient‑centred operation of the practice. Acting as the primary point of contact for patients, the post‑holder will manage enquiries, coordinate communication between internal and external stakeholders, maintain accurate records, and support the provision of high‑quality care. While core responsibilities are detailed below, the post‑holder may be required to undertake additional tasks in line with service needs, workload, and staffing levels.

Main duties of the job

• Managing appointments
• Maintaining accurate patient records
• Handling enquiries from patients and external agencies
• Supporting clinical staff with administrative tasks
• Assisting with repeat prescriptions and documentation
• Participating in safeguarding, clinical governance, and practice initiatives
• Providing cover for administrative colleagues as required

About us

Woodlands Park Health Centre is a well‑established GP practice located in Wideopen, Newcastle upon Tyne, serving a patient population of nearly 6,800. Our team is made up of a mix of experienced individuals, including two GP Partners, two Salaried GPs, a Managing Partner, an Assistant Manager, Advanced Nurse Practitioners, Practice Nurses, Health Care Assistants, a Physician Assistant, a Clinical Pharmacist, a Pharmacy Technician, and five Receptionists who provide vital support to the clinical team. We are committed to delivering the highest standard of patient‑centred care and pride ourselves on fostering a friendly, collaborative, and supportive working environment. Our staff work closely together to ensure seamless care for patients, and we maintain strong partnerships with local healthcare providers and external services to enhance the quality and efficiency of the services we provide. Joining Woodlands Park Health Centre means becoming part of a dedicated team where professional development, teamwork, and patient care are at the heart of everything we do.

Job responsibilities

Core Responsibilities

• Record all relevant information accurately within SystmOne, ensuring patient records are up to date and complete.
• Maintain, monitor, and operate the practice appointment system, including processing in‑person, telephone, and online appointment requests.
• Engage in signposting patients to the appropriate clinician or service when required.
• Receive incoming calls, transferring or managing enquiries appropriately and professionally.
• Initiate and respond to communication from patients, colleagues, and external agencies, ensuring information is relayed in a timely and effective manner.
• Assist the administrative team with patient registrations, including data entry for new and temporary registrations.
• Process, scan, and file patient documentation, ensuring information is accurately added to patient healthcare records.
• Direct requests for formal documentation, including DSARs, insurance reports, solicitors’ enquiries, and DVLA forms, to the Assistant Practice Manager.
• Manage general queries as required, ensuring responses are prompt and solutions‑focused.
• Provide administrative support to clinical staff, including photocopying, document handling, and data entry.
• Undertake a wide range of administrative duties consistent with the role, contributing to the effective running of the practice.
• Act as a chaperone when required and in accordance with practice procedures. Training will be provided.
• Adhere to safeguarding responsibilities for both adults and children, and comply with relevant legislation, policies, and protocols.
• Support the delivery of enhanced services and wider practice initiatives.
• Maintain a clean, tidy, and organised working environment at all times.
• Participate in mandatory training, induction programmes, and annual appraisals, engaging in continuous development and clinical governance activity.

Wider Responsibilities

• Provide cover and support for administrative colleagues during periods of absence.
• Manage incoming correspondence and emails, ensuring appropriate action is taken.
• Assist in the accurate processing of repeat prescriptions as required.
• Participate in shared learning, team meetings, and local initiatives to enhance patient care and service delivery.

Person Specification

Experience

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a healthcare setting.
• Experience working on SystmOne clinical System.

Qualifications

• GCSE grade A to C in English and Maths.

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.