Reception / Administration

Job Title

Medical Receptionist / Administrator

Line Manager

Office Manager

Accountable To

Practice Manager

Job Summary

To undertake a wide range of reception and administrative duties, providing general support to the multidisciplinary team, greeting patients, managing appointments, processing information, and acting as the central point of contact for patients, clinical staff, and external agencies.

Main Responsibilities

• Maintain and monitor the practice appointment system.
• Process personal, telephone and electronic appointment requests.
• Answer incoming phone calls, transfer calls or respond to callers' requests appropriately.
• Greet all patients and visitors, signposting them to the correct service.
• Process incoming and outgoing mail.
• Handle prescription requests received in person, by telephone or electronically.
• Initiate and respond to requests from patients, team members and external agencies.
• Process referrals to external agencies such as secondary care using the electronic referral system (ERS).
• Read code data on EMIS Web.
• File and store records as required.
• Data entry of new and temporary registrations and relevant patient information.
• Input data into patients' health care records as necessary.
• Scan patient related documentation and attach scanned documents to patients' health care records.
• Process requests for information (e.g. SAR, insurance/solicitors letters, DVLA forms).
• Manage all queries (including administrative queries) efficiently.
• Monitor and maintain the reception area and notice boards.

Additional Responsibilities

• Partake in audit activities as directed.
• Produce meeting agendas and record the minutes of meetings.
• Support administrative and reception staff, providing cover during absences.
• Complete opening and closing procedures in accordance with the duty rota.
• Support the management of repeat prescriptions, ensuring accuracy and efficiency.
• Order and monitor stationery supplies.

Person Specification Skills

• Competent in the use of Microsoft Office applications.
• Effective time management.
• Ability to follow policies and procedures.
• Ability to work in a changing environment.
• Able to handle difficult situations.
• Excellent communication skills (written and verbal).
• Clear, polite telephone manner.
• Good interpersonal skills.
• Ability to use EMIS Web.

Qualities

• Ability to work as a team member.
• Ability to work autonomously.
• Confident with problem solving.
• Polite and confident.
• Flexible and cooperative.
• Caring and supportive.
• Sensitive and empathetic in distressing situations.
• Motivated.

Experience

• Experience of working in a healthcare setting.
• Experience of administrative / receptionist duties.
• Experience of working in a primary care setting.

Qualifications

• Educated to GCSE level or equivalent.
• GCSE Mathematics & English C or above.
• AMSPAR Receptionists Qualification.
• NVQ Level 2 in Health and Social Care.

Personality

• Polite and confident.
• Flexible and cooperative.
• Caring and supportive.
• Sensitive and empathetic in distressing situations.
• Motivated.

Equal Opportunity Statement

We are an equal opportunities employer and welcome applications from all suitably qualified individuals regardless of age, disability, gender identity, sexual orientation, race, religion, or belief.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check to be submitted.