Medical Receptionist (GHAC & Matson Lane Surgery)

NHS Jobs; Gloucester; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Jobs is seeking a Medical Receptionist at the GHAC & Matson Lane Surgery to manage front-desk duties, appointments, and administrative tasks. The role involves handling calls, directing patients to healthcare professionals, and supporting the team with clerical work.

Ideal candidates will maintain accuracy, handle high-pressure situations, and follow health and safety guidelines within a NHS setting. This is a role requiring discretion, reliability and teamwork.

Responsibilities

• Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
• Maintaining and monitoring the Practice appointments system
• Processing personal, telephone and electronic/online requests for appointments, visits and consultations, and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming mail (post and electronic)
• Taking messages and passing on information
• Filing and retrieving paperwork/electronic data
• Processing prescriptions in accordance with Practice guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
• Provision of refreshments for staff and visitors as required
• loading and emptying the dishwasher and keeping the kitchen area clean and tidy
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.

Job description

Medical Receptionist (GHAC & Matson Lane Surgery)

Duties specific to role

• Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
• Maintaining and monitoring the Practice appointments system
• Processing personal, telephone and electronic/online requests for appointments, visits and consultations, and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail (post and electronic)
• Taking messages and passing on information
• Filing and retrieving paperwork/electronic data
• Processing prescriptions in accordance with Practice guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning.
• Provision of refreshments for staff and visitors as required
• loading and emptying the dishwasher and keeping the kitchen area clean and tidy
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.

Working conditions

• Frequent, prolonged VDU use
• Time-pressured environment
• High levels of accuracy and attention to detail essential at all times
• Exposure to distressing situations and written material
• Variable working hours by rota
• Requirement to wear uniform

Other responsibilities

• Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety
• Contributing to evaluation/audit and clinical standard setting within the organisation as applicable to your role
• Attending training, Practice meetings and other meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate
• Contributing to audits and written returns to ensure that the Practice meets quality standards and receives the designated funding, as appropriate to your role
• Treating colleagues with courtesy and respect
• Complying with G DOCs values, and the values of your practice/team

You will be required to be immunised in compliance with Green Book and NHS recommendations for your role (unless medically exempt). Ensuring that you always work within your own competencies and training. Observing health and safety guidelines at all times.

Confidentiality

Comply with the Confidentiality Agreement.

Health & Safety

Under the Health and Safety at Work Act 1974, you have a personal responsibility to have regard to your own and others safety. You should familiarise yourself with fire exits at all sites where you work, and the action that you should take in the event of a fire. Personal alarms are available from G DOC for all GPs, wherever you are working. Your site induction should cover local procedures for summoning external help. Please ensure you familiarise yourself with these local procedures. You must comply with site Health and Safety procedures, including those that concern clinical waste, use of hazardous substances, and the use and disposal of sharps. Health and safety hazards should be reported to the Practice Manager. You should dress appropriately and professionally. To reduce the risk of sharps injuries, shoes should be closed (not open sandals). You must ensure that your car is insured for commuting and for any business use, if applicable (e.g. home visits if part of your role). GP staff in Gloucestershire have been the victims of serious & sustained stalking and violence. You should not give anyone outside the Practice information about when and where colleagues will be working. Refer any queries about rotas etc to the Practice Manager or G DOC. Be aware that stalkers may have knowledge of the local healthcare system and sound very plausible.

Infection Control

Undertaking training, and following policies and processes, as appropriate to your role.

Safeguarding

Safeguarding is everyones responsibility. Even staff who do not routinely have contact with patients may become aware of a safeguarding concern. You Will Ensure you are familiar with G DOCs safeguarding procedures Report all concerns promptly, following the safeguarding procedures Ensure that you maintain an appropriate level of safeguarding training for your role Contribute to meetings and other safeguarding processes, as appropriate to your role.

Equality and Diversity

You will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation; Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.

Quality and Patient Safety

You will strive to maintain quality within the Practice, and will: Alert other team members to any concerns about clinical governance or quality and risk; participate in Significant Event Analysis reviews 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 teams performance; Work effectively other agencies to meet patients needs; Effectively manage own time, workload and resources. Avoid working if you are impaired from doing so safely or effectively, for example due to illness. If relevant to your role, ensure that any necessary handover and follow up arrangements for patients have been made. Inform your line manager if you have concerns about a colleague that might affect patient safety Inform your line manager of any complaints or significant events that have arisen from your work for G DOC. Participate in investigations of any complaints or significant events, if asked to do so. Inform your line manager immediately if you have been charged with any criminal offence. If you are in a regulated profession (e.g. nurse, doctor, pharmacist, accountant). Comply with your regulators guidance. Inform your line manager immediately, if you are under investigation by your regulator. Inform your line manager immediately, if you have any restrictions or conditions imposed on your practice by your regulator.

Personal/Professional Development

You will ensure that your mandatory training remains up to date. You 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 own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Communication

You should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members, including through use of email, TeamNet and other agreed communication channels; Checking your email and TeamNet every working day; Communicate effective with patients and carers; Recognise peoples needs for alternative methods of communication and respond accordingly i.e. signing and use of telephone and face‑to‑face translators.