Hours 18 hours a week.
Monday - 8am to 2pm Thorpe Surgery (6 hours)
Thursdays – 7:45am to 1:45pm Central Surgery (6 hours)
Friday – 12:30pm to 6:30pm Thorpe Surgery (6 hours)
Job Title:
Receptionist - Maternity cover
Start date: 1st September 2026 and finishing on 1st October 2027 (13 months contract) with the possibility of it being extended.
There is also lots of opportunities for over time to help cover annual leave or sick leave.
Main Purpose of Job:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. To provide efficient, helpful, informative and supportive reception and administration services to patients and members of the primary health care team.
Responsible to:
The Practice Manager/Partners/ Reception Manager.
Reception Duties:
· Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
· Deal with all general enquiries, explain procedures and make new and follow-up appointments.
· Triaging all patient’s appointment requests, by assessing the patient’s needs, then offering an appointment with the most appropriate clinician (this may not always be a Doctor).
· Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
· Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
· Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
· Enter requests for home visits on to SystmOne appointment system, careful recording of all relevant details and where necessary refer to Duty Doctor.
· Action repeat prescription requests and ensure that they are ready for collection by the patient or sent to local pharmacy through EPS (Electronic Prescription Service) within 48 hours, in line with Practice protocol.
· Take action on clinicians’ requests for further information/patient contact information etc. (including computerised Practice notes), ensuring completion of all associated paperwork.
· Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
· Enter patient information on to the computer as required.
· Prepare clinical rooms for surgeries, supply prescription forms and record numbers in use and ensure adequate supplies of consumables (including bottles, couch rolls, test request forms etc.).
Administration Duties:
· Efficiently process SystmOne tasks related to patient care and administrative duties.
· Download discharge letters from emails and accurately add them to patients' medical records.
· Handle patient email requests promptly and professionally, ensuring timely responses to queries.
· Process online prescription requests within a 48-hour timeframe, adhering to established protocols.
· Scan clinical letters into patients' medical records and coordinate workflow with clinicians as needed.
· Register patients' online and paper forms promptly, maintaining accurate records.
· Demonstrate a thorough understanding of QOF and its requirements.
· Monitor and action QOF targets with minimal input from management.
· Ensure accurate data recording and reporting to support QOF compliance.
· Identify and implement improvements to maximize QOF performance.
· Process prescriptions safely and efficiently in line with practice protocols.
· Handle repeat prescriptions, ensuring accuracy and timely completion.
· Liaise with GPs, pharmacists, and patients regarding prescription queries.
Premises:
· Open up premises at the start of the day when first to arrive, de-activate alarm (Thorpe Surgery Only) and make all necessary preparations to receive patients (Central Surgery and Thorpe Surgery).
· When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated (Thorpe Surgery Only).
· Ensure that all new patients are registered onto the computer system promptly and accurately.
· Ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
· Covering colleagues’ holiday and sickness absence as required.
· Process incoming and outgoing mail according to Practice protocols.
· Record actions taken in patient records where appropriate or in accordance with Practice protocols.
· Complete other daily/ weekly and monthly core tasks to support to smooth running of the reception area.
· Any other administration duties as necessitated by the needs of the Practice.
Confidentiality:
Data protection is a top priority for the Company. The Data Protection Act places obligations on the Practice to ensure that data is processed lawfully and stored according to its strict provisions. You are required to uphold the Company’s data protection policies when dealing with information about patients, carers, colleagues and other healthcare workers. Our work is of highly confidential nature and information gained must not be communicated to other persons except in the recognised course of duty. Unauthorised disclosure of confidential information will result in disciplinary action and may lead to your dismissal.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and special category data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:
· Using personal security systems within the workplace according to Practice guidelines.
· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
· Making effective use of training to update knowledge and skills.
· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
· Reporting potential risks identified.
· Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.
Equality & Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
· Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation.
· Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
· Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
· Participation in an annual individual performance review, including taking responsibility for maintaining a record of their own personal and/or professional development.
· Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
· Alert other team members to issues of quality and risk.
· Assess own performance and take accountability for own actions, either directly or under supervision.
· Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
· Work effectively with individuals in other agencies to meet customers’ needs.
· Effectively manage own time, workload and resources.
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
· Communicate effectively with other team members.
· Communicate effectively with patients and carers.
· Recognise people’s needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
The post-holder will:
· Apply Practice policies, standards and guidance.
· Discuss with other members of the team how the policies, standards and guidelines will affect own work.
· Participate in audit where appropriate.
Job Type: Part-time
Pay: £12.90 per hour
Benefits:
Application question(s):
- Do you have experience with QOF?
- Do you have experience with managing safety in prescription requests?
Education:
- GCSE or equivalent (preferred)
Experience:
- GP surgery: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
Work Location: In person
