Receptionist/Administrator

Register new and temporary patients and update patient records. Ensure the reception area is welcoming, tidy and professional.

Maintain patient confidentiality at all times. Administrative Duties Accurately enter and maintain patient data within the clinical system.

Process incoming correspondence and action items appropriately. Support clinical and management staff with routine administrative tasks.

Liaise with hospitals, community services and other healthcare organisations as required. Undertake document management, scanning and filing tasks.

Assist with other administrative duties as required. Key Skills & Qualities: Strong face-to-face communication and interpersonal skills Professional and friendly telephone etiquette Commitment to maintaining patient confidentiality Proficiency in IT and the ability to learn new systems quickly Ability to remain calm and composed in a fast-paced environment Flexible and adaptable to changes in shift patterns and team needs Ability to work independently and as part of a team Excellent organisational skills and attention to detail Previous experience in primary care is an advantage, but not required Greet patients, visitors and other callers to the practice in a professional, courteous and welcoming manner.

Respond to telephone enquiries from patients, healthcare professionals and external agencies, directing calls appropriately and taking accurate messages when required. Manage appointment bookings, cancellations and amendments using the practice's clinical system.

Support the practice's care navigation and triage processes by gathering relevant information from patients in accordance with practice protocols. Respond to patient enquiries and requests, seeking advice from clinicians or senior colleagues where appropriate.

Register new and temporary patients and maintain accurate patient demographic records. Arrange interpreting services when required.

Provide patients with test results and other information in accordance with practice procedures. Assist clinicians and the wider practice team with administrative and operational tasks as required.

Act as a chaperone during clinical examinations when appropriately trained and requested. Maintain a tidy, professional and welcoming reception and waiting area.

Undertake opening and closing procedures, including security checks and alarm procedures where required. The successful candidate will undertake dedicated administrative sessions to support the efficient running of the practice.

Duties may include: Processing repeat prescription requests in line with practice protocols. Monitoring incoming workflow and clinical administration tasks and ensuring they are actioned promptly or directed to the appropriate team member.

Processing patient registrations and deductions. Updating and maintaining accurate patient records, including demographic and clinical information as instructed.

Processing incoming correspondence, scanning, coding and filing documents as appropriate. Managing electronic documents and workflows within the clinical system.

Liaising with hospitals, community services and other healthcare organisations regarding patient enquiries and administrative requests. Supporting recall programmes and other practice administrative initiatives.

Undertaking general administrative duties to support clinicians and the management team. Patient Care and Communication Deliver a high standard of customer service to all patients, carers and visitors.

Communicate with empathy, professionalism and respect, particularly when dealing with sensitive or challenging situations. Keep patients informed of any delays or changes to appointments where possible.

Work collaboratively with clinicians, colleagues and external healthcare professionals. Contribute positively to a supportive team environment.

Information Governance and Confidentiality Maintain strict patient confidentiality in accordance with data protection legislation, NHS guidance and practice policies. Comply with GDPR, Caldicott principles and information governance requirements.

Ensure all patient information is handled securely and appropriately. Maintain awareness of safeguarding responsibilities and practice procedures.

IT and Record Keeping Accurately record and update information within the clinical system and other practice software. Develop and maintain competence in EMIS Web, Accurx, PATCHS, Microsoft Outlook, Word, Excel and any other systems required for the role.

Ensure all data entry is accurate, timely and completed to a high standard. Quality, Training and Development Participate in team meetings, training sessions and practice development activities.

Identify opportunities for service improvement and raise suggestions with line managers. Undertake mandatory training and maintain personal and professional development.

Support the induction and training of new staff where appropriate. General Responsibilities Comply with all practice policies and procedures.

Follow Health and Safety, COSHH, infection prevention and control, and fire safety requirements. Maintain the security of the premises, staff and patient information.

Undertake any other reasonable duties consistent with the nature and grade of the post, as requested by the Partners, Practice Manager or other members of the leadership team. Other Information This job description is intended to provide an overview of the duties and responsibilities associated with the role.

The post holder may be required to undertake other reasonable duties commensurate with the role to meet the changing needs of the practice and its patients.