Job Description & Person Specification
Job Title
Medical Receptionist
Line Manager
Assistant Practice Manager
Hours
10-15 hours per week
Job Summary
The Medical Receptionist will provide high-quality administrative and patient-facing support within the practice, combining responsibilities from both reception and adminisatrtive roles.
The post-holder will:
- Act as a key point of contact for patients, providing excellent customer service both in person and via telephone.
- Support the multidisciplinary team with administrative tasks, information management, patient registration, appointment booking, and communication with external agencies.
- Ensure that patient care is consistent, timely, safe, professional, and aligned with the strategic objectives of the organisation.
The post-holder will be an integral part of the general practice team and will uphold the organisation’s values, policies, and commitment to confidentiality, safeguarding and excellent patient care.
Primary Responsibilities
Patient Care & Reception Duties
- Provide a friendly, efficient reception service to patients and visitors.
- Use the appointment system effectively, booking and navigating appointments as required.
- Answer incoming calls, signposting patients appropriately.
- Maintain accurate patient records and update registration details.
- Support total triage and online consultation systems.
- Manage general patient enquiries and requests in a timely manner.
Administrative Responsibilities
- Process incoming and outgoing practice communications.
- Support with scanning, document processing and information distribution.
- Conduct system searches and update notes accurately.
- Undertake general administrative tasks supporting clinicians and management.
- Action emails, letters, DSARs and insurer requests according to practice protocols.
Clinical Governance & Compliance
- Follow safeguarding procedures for adults and children.
- Undertake mandatory training.
- Participate in practice audits and quality improvement activities.
Other Duties
- Act as a chaperone as required (training provided).
- Support colleagues during staff absences.
- Maintain a clean, tidy and safe working environment.
- Support delivery of enhanced services and service development initiatives.
Generic Responsibilities (Applicable to All Staff)
Equality, Diversity & Inclusion
- Promote inclusive practice, respect and dignity for patients and colleagues.
- Ensure no discrimination on protected grounds.
Health, Safety & Security
- Maintain a safe working environment.
- Follow all relevant legislation and organisational policies (HSW Act, Fire Regulations, etc.).
Confidentiality
- Handle all patient information securely and confidentially in line with GDPR, Caldicott and practice policy.
Quality & Continuous Improvement
- Participate in audits, service improvement initiatives and practice development.
- Contribute to a culture of learning and quality care.
Induction, Training & Development
- Complete mandatory training and ongoing personal development.
- Support colleagues through shared learning.
Collaborative Working
- Work cohesively with the multidisciplinary team, demonstrating communication, flexibility and team spirit.
Information Management
- Use clinical IT systems effectively (including accurate SNOMED coding).
- Process information according to data protection requirements.
Security
- Maintain security of building access, patient information, and system passwords.
Professional Conduct
- Present professionally at all times and adhere to uniform/appearance policies.
Wider Responsibilities
- Participate in shared learning, practice initiatives and projects aimed at improving patient care.
- Assist with reviewing prescribing SOPs and supporting policy updates.
- Collaborate with other administrative colleagues to ensure seamless coverage across reception and prescription services.
Person Specification
Qualifications
Essential
- GCSE Maths & English Grade C (Level 4) or above, OR Functional Skills Level 2.
Desirable
- NVQ Level 2 in Health & Social Care or Business Administration.
Experience
Essential
- Experience working with the general public.
- Experience in administrative roles (reception, clerical or equivalent).
Desirable
- Experience working in a healthcare setting.
- Experience processing prescriptions or working as a prescription clerk.
- Experience working with clinical IT systems.
Knowledge & Skills
Essential
- Excellent communication skills (verbal, written and telephone).
- Ability to understand and respond appropriately to patient needs.
- Competent with MS Office and Outlook.
- Ability to work both independently and as part of a team.
- High attention to accuracy, detail and safe data handling.
- Problem-solving skills with the ability to interpret and process information.
- Empathy, sensitivity and professionalism in challenging or distressing situations.
- Strong organisational and time-management skills.
- Clear and polite telephone manner.
- Ability to use clinical systems and record accurate notes.
- Understanding of safeguarding procedures.
- Ability to follow key policies and procedures.
Desirable
- Knowledge of chaperone procedures.
- Demonstrated emotional resilience and ability to stay calm under pressure.
Other Requirements
Essential
- DBS check (or willingness to undergo one).
- Occupational Health clearance.
Desirable
- Flexibility to work additional hours when required.
Job Types: Part-time, Permanent
Pay: From £12.71 per hour
Benefits:
- Free flu jabs
- Free parking
- On-site parking
Experience:
- Medical Receptionist or Prescription Clerk in GP Practice: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
