Important information – please read before you apply
Instructions on how to apply for this vacancy:
- To be considered for shortlisting, please download the application form for this role (copy and paste the URL into the address bar in your web browser): https://www.gsjmedicalpractice.co.uk/media/content/files/application-form-receptionist.docx
- Complete and save the form in your name and upload to Indeed under this vacancy (where you are asked to upload your CV or as an additional attachment) by the closing date. You can also attach a cover letter (optional).
- Only candidates who complete the application form and answer all the ‘pre-employment suitability questions’ will be included in the shortlisting process.
Advert
Part-Time Receptionist – 15 Hours Per Week
Permanent Position
We are looking for a committed and enthusiastic Receptionist to join our busy and friendly Practice team.
Working hours (fixed shifts):
- Monday: 13:30 – 18:45 (5.25 hours)
- Thursday: 13:30 – 18:00 (4.5 hours)
- Friday: 13:30 – 18:45 (5.25 hours)
Applicants should ensure they can reliably travel to our Practice sites in Tunbridge Wells for these shifts and be available to provide additional holiday and sickness cover when required. Due to the part-time nature of this role (15 hours per week) and the requirement to provide occasional additional cover, applicants should live within a reasonable commuting distance of Tunbridge Wells and be able to attend at short notice when required.
About Us
Grosvenor & St James Medical Practice is a large, well-established NHS GP Practice serving the local community from two sites in central Tunbridge Wells. We are within walking distance of both Tunbridge Wells and High Brooms railway stations.
We pride ourselves on providing compassionate, high-quality care to our patients and fostering a supportive and respectful working environment for our staff.
We offer:
- NHS Pension Scheme
- Generous annual leave entitlement
- Enhanced annual leave with length of service
- Employee Assistance Programme
- Refreshments
- Practice social events
- Supportive training and development opportunities
About the Role
This is a rewarding but demanding role at the heart of the NHS.
As a Receptionist, you will often be the first point of contact for our patients, whether in person or by telephone. You will support patients with a wide range of enquiries, appointments and administrative requests, often helping individuals who may be worried, frustrated, unwell or in distress.
The role requires someone who can remain calm, compassionate and professional whilst managing competing priorities in a fast-paced environment.
No two days are the same, and the ability to adapt quickly, work accurately and maintain a positive attitude is essential.
About You
We would particularly welcome applications from individuals who:
- Have a genuine interest in supporting patients and contributing to NHS primary care services
- Enjoy helping people and providing excellent customer service
- Communicate confidently and professionally, both face-to-face and over the telephone
- Are empathetic, resilient and calm under pressure
- Can manage multiple tasks while maintaining attention to detail
- Enjoy learning new systems and processes
- Work well as part of a team and contribute positively to the workplace
Experience in a GP Practice or healthcare setting would be beneficial but is not essential. We are more interested in finding someone with the right attitude, commitment and willingness to learn.
Before You Apply
Please consider carefully whether this role is right for you.
This position is best suited to candidates who are specifically seeking a career within healthcare, patient services or NHS General Practice. We are looking for applicants who understand the importance of patient care, confidentiality and teamwork, and who can make a genuine commitment to the role.
As part of your application, please tell us why you would like to work in an NHS GP Practice and what interests you about this position.
Additional Information
- The post is subject to a six-month probationary period.
- Previous applicants need not apply.
- We reserve the right to interview suitable candidates before the closing date.
- Successful employees, and their immediate family members, cannot be registered patients of the Practice following appointment.
Confidentiality
The successful candidate will have access to sensitive patient information and must maintain the highest standards of confidentiality at all times. A breach of confidentiality may result in disciplinary action up to and including dismissal.
Flexibility
The ability to work additional hours to cover holidays, sickness and service needs is an essential requirement of the role. You may also be asked to work occasional Saturdays on a rota basis.
Annual Leave & Sick Pay
- 6.6 weeks annual leave inclusive of bank holidays (pro rata)
- Practice sick pay scheme after one year of service
- Statutory Sick Pay paid where applicable prior to eligibility
Pension
All employees are automatically enrolled into the NHS Pension Scheme for GP Practice Staff (opt-out available).
Equality and Diversity
We are committed to promoting equality of opportunity and welcome applications from all suitably qualified individuals regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, marriage or civil partnership status.
Please read the job description and person specification for more details about the role below
Job description
Job Purpose
- To provide a receptionist service to all users of the building, creating a welcoming and efficient environment, working alongside team members, by telephone, online and in person.
- To be able to learn and work with software specific to General Practice whilst maintaining accuracy and attention to detail.
- To ensure that the highest standards of service are given to patients and the clinical team, maintaining confidentiality and being aware of the Data Protection Act at all times.
Core Requirements & Responsibilities
· To be open to overtime on an ad hoc basis to provide cover for colleagues as required.
· To welcome and receive patients.
· To maintain patient confidentiality at all times.
· To provide support as required to all users of the practice.
· To ensure all appropriate colleagues are aware of any information which needs to be passed from one shift to another.
· To answer telephone queries and make telephone calls to patients, as required.
· To make appointments on the clinical computer system (EMIS/OPTUM) and work closely with GPs with incoming appointment requests via ‘Anima’ triage system.
· To issue repeat prescriptions as directed.
· To add data to the clinical records as directed.
· To undertake general and clinical admin tasks as directed.
· To register patients.
· To deal with the post.
· To add data to the clinical records as directed.
· To receive specimens from patients, ensuring dispatch to Path laboratory within timescales.
· To receive payments with credit card transactions over the counter from patients and record details.
· To photocopy information sheets and referral forms.
· To order ambulances when required.
· To maintain a tidy and welcoming waiting area for patients.
· To print off the electronic medical records of patients who have been deducted from the practice list and log the return of the written notes to Primary Care Support England.
· Responsible for opening and closing the Practice securely.
· To take part in internal and external training, courses and meetings, as required.
· Any other duties commensurate with skills and experience.
This job description may be reviewed in the light of changing organisational and service needs. Any changes will be fully discussed with the post holder. The post holder may also be required to carry out other work appropriate to the grade of the post.
Person Specification
Qualifications and Education requirements
Knowledge, Training and Experience
Essential:
· Educated to GCSE in Maths and English or equivalent level
· Worked with the public in person and on the telephone
· An understanding of the Confidentiality and Data Protection Act and GDPR
· Able to use Microsoft Office applications i.e. Word, Excel, and Outlook
Desirable:
· Relevant qualifications such as NVQ in Customer Care/RSA typing qualification or equivalent
· Previous experience as a practice receptionist or administrator
· Knowledge of administrative procedures and information analysis
· Experience of minute-taking
· Previously worked in similar position within the health sector
· Experience using the clinical systems
Communication Skills
Essential:
· Skills for communicating on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills
· Communication and collaboration skills to build, support and maintain good working relationships
· Excellent telephone manner – confident, calm, methodical and polite
· Good listening skills and ability to interpret patients
· Ability to communicate effectively at a range of levels
· Ability to work as part of a team
· Ability to provide good attention to detail and accurate information
· Ability to understand, accept and adhere to the need for strict confidentiality
Analytical
Essential:
· A methodical and practical approach in communicating with patients face to face and over the telephone and handling administrative work
· Problem solving skills and ability to respond to sudden unexpected demands
· Excellent time management skills with the ability to re-prioritise
Management Skills
Essential:
· Effective management of own time and meeting timescales
Physical Skills
Essential:
· Advanced keyboard skills, use of a range of software and ability to adapt to new software as technology and Practice needs change
· Able to work in Tunbridge Wells and travel between the two Practices
Autonomy
Essential:
· Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
Job Types: Part-time, Permanent
Pay: £12.71 per hour
Benefits:
- Additional leave
- Company events
- Company pension
- Free flu jabs
- Health & wellbeing programme
Ability to commute/relocate:
- Royal Tunbridge Wells TN1 2DX: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- Please download the application form from the link and upload your completed application form to be considered for shortlisting.
- Can you confirm that you could work all the shifts listed (yes or no)
- Why you would like to work in an NHS GP Practice and what interests you about this position?
Language:
Licence/Certification:
- proof of right to work in UK (preferred)
Location:
- Royal Tunbridge Wells TN1 2DX (preferred)
Work Location: In person
