Receptionist / Patient administrator
This job is in Hastings, but may be based across all our local sites
Job Description
Job title: Administrator
Location: Hastings
Reporting to: The Practice Manager
Job summary
Receptionists play a vital role in as the first point of contact for patients. Receptionists help manage patient flow, ensure accurate record-keeping, and maintain confidentiality. Receptionists act as a communication bridge between patients and clinical staff, often handling sensitive information and prioritising cases. By providing a welcoming and organised environment, they contribute significantly to patient satisfaction and the overall efficiency of the practice.
1. Duties and Responsibilities
a) Answering calls, making outbound calls, responding to emails and managing calendars.
b) General medical administration, including using the e-referral system and Engage Consult.
c) Preparation of practice correspondence, memos and reports.
d) Co-ordinate and manage calendars.
f) Respond professionally to emails.
f) Co-ordinate and schedule appointments and travel arrangements.
g) Maintain accurate records in filing systems and databases.
h) Act with sensitivity and discretion, maintaining patient confidentiality.
2. Person Specification
Essential / desirable skills and characteristics include:
a) Proven experience in an administrative role.
b) Confident in the use of ICT, including Microsoft Office (Word, Excel, PowerPoint, Outlook).
c) Excellent written and verbal communication skills.
d) Ability to solve problems and use initiative.
e) Strong organisational skills with the ability to multitask and prioritise tasks.
f) A keen eye for detail.
g) An ability to work independently and with minimal supervision.
h) Working knowledge of office administration systems.
i) An ability to engage with a wide variety of stakeholders including patients, staff and other service providers.
Prior experience in a reception role is preferred, but interpersonal skills, flexibility and confident communication and ICT skills are essential.
3. Performance Standards
The performance of the post holder will be measured through an annual review. This will be conducted by the Practice Manager or their appointed representative. The review will consider performance against:
· the duties and responsibilities stated in this job description
· the targets agreed in the previous year’s review
· any other objectives determined by the Practice Manager or Partners.
4. Training and Development
Training and career progression will be planned and determined with the management team following a short probationary period.
5. Terms and Conditions
Job Types: Full-time, Part-time
Pay: From £12.71 per hour
Benefits: Company pension, health & wellbeing programme, private medical insurance
Work Location: In person
6. Safeguarding
The Hill Surgery is committed to safeguarding and promoting the welfare of all our patients and staff, and expects all employees and volunteers to share this commitment.
Applicants must be willing to undergo background screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.
7. Confidentiality and Information Governance
The Practice will ensure that all staff, contractors, and other relevant parties observe their legal and moral obligations to maintain confidentiality to ensure compliance with Information Governance requirements and contribute to the achievement of the Primary Care objectives.
Person Specification
Attribute
Essential
Desirable
Education and Training
· GCSEs (or equivalent) in English and maths
· Evidence of continuous personal and/or professional development
· Business administration qualification
· 5 GCSEs (or equivalent)
· T-level (or equivalent) in Management and Administration
Knowledge and Experience
· Prior experience in an administrative role
· Experience of working in a healthcare setting
· Administration management experience
· Knowledge of medical terminology
· Familiarity with clinical software (e.g., EMIS, e-RS, Engage Consult)
Skills
· Excellent communication and listening skills
· Strong organisational and problem-solving skills
· Excellent time management skills and ability to prioritise tasks
· A high level of ICT competency, including the use of Microsoft Office
· Ability to work accurately under pressure
· Ability to manage multiple tasks
Personal Qualities
· A friendly and inclusive manner and the ability to work in a team
· Patience, compassion, courage, resolve and objectivity
· Dedication, loyalty, commitment and positivity
· Capacity for hard work
· Ability to maintain confidentiality and adhere to data protection regulations
· Flexible and adaptable to changing priorities
· Reliable and punctual
Job Types: Full-time, Part-time, Contract, Permanent
Pay: From £12.71 per hour
Benefits:
- Company pension
- Health & wellbeing programme
- Private medical insurance
Work Location: In person
