Receptionist/Administrator

Clinical Systems & Administration: Navigate primary care systems confidently to maintain accurate records, process clinical communications, and handle routine practice workflows. Team & Operational Support: Assist GPs, nurses, and allied staff to ensure smooth daily operations, managing competing priorities in a fast-paced environment using sound judgment and initiative.

Main duties and responsibilities of the post 1. Administrative and coordination responsibilities Undertake a broad range of administrative duties to support the effective running of the practice Process patient information (electronic and hard copy) accurately, securely, and in a timely manner Monitor, manage, and action incoming emails, electronic tasks, and workflow requests independently Carry out searches, audits, recalls, and administrative reporting as required Type letters, reports, referrals, and associated clinical documentation as required Respond to administrative requests from clinicians, using judgement to prioritise actions Identify system issues, workflow gaps, or risks and escalate appropriately Report faults to software suppliers and/or IT support and track progress 2.

Reception and patient-facing responsibilities Act as a professional and confident point of contact for patients, both face to face and via telephone Respond to patient enquiries using judgement to prioritise urgent, complex, or sensitive matters Support safe navigation of patients to the most appropriate service in line with practice policy Book appointments, recalls, and follow-ups accurately using the computerised appointment system Monitor patient flow and waiting times and escalate concerns appropriately Explain practice procedures, registration processes, and temporary resident arrangements clearly 3. Clinical systems and medical records Assist with the accurate input, updating, and maintenance of patient records on EMIS Clinically code data and correspondence where appropriate Scan, upload, and file patient-related documentation promptly Open, date-stamp, and distribute correspondence, reports, and results to relevant clinicians Arrange retrieval, transfer, and re-filing of medical records as required 4.

Communication and telephone systems Receive and make telephone calls in accordance with practice policy, using clear communication and active listening Take accurate messages and ensure timely communication with clinicians and team members Ensure the telephone system is operational at the start of each day and switched to night service at the end of the day 5. Start and end of day procedures Open the premises at the start of the day and prepare the practice to receive patients Secure the premises at the end of the day, ensuring the building is locked and follow closing surgery protocol Be able to work shifts between 8.

00am and 6. 30pm as required 6.

Professional responsibilities Maintain strict confidentiality at all times Demonstrate the ability to think independently, problem-solve, and manage competing priorities Use initiative, discretion, and common sense when responding to patient and operational issues Communicate effectively with colleagues, clinicians, and external organisations Maintain a clean, organised, and efficient working environment Communicate and work collaboratively with colleagues at all levels, treating others with professionalism, courtesy, and respect at all times. 7.

Additional duties Undertake any other delegated duties appropriate to the role This job description outlines the main duties of the post and may be reviewed and amended in line with service needs. This post is subject to a three-month probationary period, receipt of two satisfactory references, and a satisfactory Disclosure and Barring Service (DBS) check.