Job Description
1 x Medical Receptionists / Administrators - GP Surgery
(available due to internal progressions)
Ball Tree Surgery – Sompting
NOTE: there are core hours for these roles as well as the opportunity to work overtime
Start Date: As soon as possible
Terms: Part-Time
24 Hours per week
Working pattern: Monday 7.45am -6.30pm, Tuesday 7.45am - 6.30pm, Wednesday 7.45am -1pm
Terms: Part -Time
Interviews commencing week beginning Monday 8th June
Starting Salary: £25,107 - (Full Time Equivalent @ 37.5 hours)
NHS Pension available
Local terms and conditions of employment,
Line Manager: Joint Reception Managers & Accountable to the Business Manager and Partners
Closing date: 08/06/2026 (though may close sooner if candidates meet the criteria).
Please note
- The contents of this job description are not intended to be exhaustive and will change as the needs of the Practice change.
- As with all roles within the Practice, it is expected that all staff respect the sensitive and confidential nature of the information that they are able to access.
About us
The Medical Team at Ball Tree aims to provide all our patients with access to quality personalised care in a friendly environment. We believe that prevention of illness is better than cure and actively educate and encourage our patients to make healthy choices and share responsibility for improving their well-being. We have a good CQC rating and score highly on our quality measures for clinical outcomes.
Overview of the role
There are five main aspects to the role:
1) To provide excellent standard of caring service to our patients in person and by telephone.
2) To act as a communications hub between patients, clinicians and non-clinicians.
3) To ensure the accurate, efficient and effective and safe administrative functioning of the surgery.
4) To be adaptable and flexible in approach regarding duties to meet changing priorities.
5) To keep calm under pressure during busy periods
As with all staff, it is expected that the role holder will work to quality standards respect confidentiality and play an active part within the Surgery Team. From time-to-time additional duties and responsibilities may be assigned.
Hours
There will be a core pattern of working hours, however from time to time staff are asked if they are able to work additional or alternative working patterns to help with cover for holidays or to help on specific projects. Initially, to assist with induction and training, we may ask for additional hours during the first few weeks of employment.
How to apply
If you are interested, please send/ email/ upload a CV AND a separate covering letter telling us how you meet the person and role requirements and how you could contribute to our team. Candidates without a covering letter may not be selected. Selected candidates will be invited for interview and a tour of the surgery. It is usual for some candidates to be invited back to spend some time within the Reception area as second part of the recruitment process.
For further information about the surgery please visit our website: www.theballtreesurgery.co.uk
For an informal conversation please telephone 01903 752200 and ask to speak to Holly Miles or Claire Popplewell, Joint Reception Managers.
Duties and Responsibilities
Welcoming
- Providing a warm, caring and professional welcome to patients in the surgery
- Assisting patients with use of the facilities
- Helping to ensure a smooth flow of patients through the surgery
- Answering patient queries.
Appointments
- To listen to patient requests for services and assist them in booking the most appropriate appointment (in person and by telephone)
- Work with the reception team to resolve any problems or create variations to the appointment calendar.
Computer System(training provided)
- Use clinical database (EMIS Web) and such programmes that are appropriate to your work.
- Assist with the effective recording of data onto the clinical system.
- Record all patient contacts onto the computerised records in line with Practice protocols.
Administration Duties (training provided)
- Scanning and accurately coding documents into the clinical system
- Processing requests for repeat medication.
Patient Services
- Provide a high standard of customer service to our patients. This includes referrals management, provision of medical letters and the resolution of patient queries.
Health and Safety + CQC
- As with all staff, the role holder will take responsibility for their own health & safety and will work within the policies set out within the Surgery.
- As with all staff, the role holder will work to the regulations required by the Health and Social Care Act 2008, monitored by the Care Quality Commission.
Qualifications
- O-Level / GCSE or equivalent English – Grade C or above
- O-Level / GCSE or equivalent Mathematics – Grade C or above
- ECDL or equivalent qualification / demonstrated experience
- A-Level English or equivalent or higher – Desirable
- O-Level / GCSE or equivalent Human Biology – Grade B or above – Desirable.
*
Essential Experience
- Customer or Patient facing role
- Microsoft Office – in particular MS Word and MS Outlook.
Desirable Experience
- Working in a busy reception (ideally in a GP or other NHS Setting)
- Administration
- MS PowerPoint, MS Excel
- Working in an NHS environment
- Medical terminology
- Solving basic IT hardware and software issues
- Working with customer management systems (Looking up records and finding out information from computer systems).
Personal Attributes
- Able to communicate clearly with a wide range of people
- Professional and responsible attitude, reliable and punctual
- Able to work independently / self-motivated
- Able to use judgement and plan and prioritise tasks and workflows
- Able to take initiative and be resourceful when responding to enquiries
- Team-worker - flexible approach and able to adapt to changes
- Willing to develop and train according to the needs of the role
- Resilient, calm manner in busy environments
- Able to respect confidentiality and discretion.
Please note:
(I) Successful candidates will be required to be checked by the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. The surgery is subject to an exception in the “Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Failure to disclose information about convictions could result in disciplinary action.”
(II) The appointment to any post will be subject to a satisfactory occupational health report.
Job Type: Part-time
Salary: £25,107 per year (full time equivalent)
Job Types: Part-time, Permanent
Pay: £12.84 per hour
Expected hours: No more than 24.0 per week
Benefits:
- Company pension
- Health & wellbeing programme
- Sick pay
Ability to commute/relocate:
- Lancing BN15: reliably commute or plan to relocate before starting work (preferred)
Experience:
- customer facing: 1 year (preferred)
Work Location: In person
