Practice Receptionist & Administrator

NHS; Wallington; On-site; GBP 20,000 - 25,000; Part time

Job summary

A leading healthcare provider in Wallington is seeking a dedicated receptionist/admin to join their growing team at Manor Practice. The role involves front-line patient interaction, appointment management, and administrative tasks. Candidates should have strong teamwork, attention to detail, and IT skills, with a commitment to quality patient care. This position offers flexible working hours and development opportunities within the healthcare sector. A GCSE in English and Maths is required, alongside experience in a primary care environment.

Qualifications

• Experience of working in primary care in an administrative or front line role.
• Good working knowledge of general practice IT.
• Ability to work under pressure and prioritise own workload.

Responsibilities

• Handling patient queries in person and by telephone.
• Making and cancelling appointments.
• Participate in reception duties as required by the practice.

Skills

Teamwork

Attention to detail

Customer service

IT proficiency

Organizational skills

Education

GCSE grade A to C in English and Maths

Tools

EMIS web

Job description

We are looking for experienced and non-experienced individuals to join our reception/admin team to support Manor Practice as it continues to develop and grow. This is a great opportunity for someone to join a friendly and dynamic team across 2 sites and provides the opportunity to explore development opportunities in primary care.

This role is likely to be in the region of 25 hours pw across 5 days. Shifts normally start at 8am and finish at 6.30pm in line with practice opening hours and each shift will normally be for approx 5 hours duration each day worked so either an AM or PM shift. We will also consider a candidate wishing to work full time.

The role is front line patient focused mostly dealing with those presenting in person or by telephone. It also involves some signposting and referring to other services as required and admin work.

Previously unsuccessful applicants should not re-apply.

Main duties of the job

The post holder will support the practice with reception/admin duties. They will work closely with other staff to deliver high quality care and excellent customer service to patients. They will help create and work to dedicated practice protocols in relation to efficient and effective processes and ensure smooth working at all times. They will be reactive to issues and take steps to help resolve these quickly and efficiently.

About us

Manor Practice provides primary care services to a patient population of 12,500 patients based across 2 sites within Wallington. The Practice is currently experiencing rapid growth and is undergoing a transition period having merged with another practice.

Manor Practice is a friendly, well organised and thriving Practice that benefits from a growing patient list size. The GP partners are dedicated to providing the highest standard of care to their patients and are supported by an excellent team of salaried GPs, ANPs, nurses, HCAs, Pharmacists, management/operational team, receptionists and administrators. We also work closely with a number of other PCN ARRS roles such as FCP Physios, Health & Wellbeing Coaches, Social Prescribing Link Workers and Mental Health Practitioners.

The Practice is an active member of the Wallington Primary Care Network and is rated as Good by the Care Quality Commission. We are a forward thinking practice, who appreciates the need for work/life balance, clinical supervision and support and we also support flexible scheduling options. Our local Training Hub ensures our staff have access to excellent training and development opportunities and portfolio working arrangements.

We are fully engaged with our local Primary Care Networks, including provision of localised services and we host some of the Suttonborough extended access services at one of our sites.

Job responsibilities

Key Tasks and Responsibilities

Reception

• Making and cancelling appointments
• Docman scanning
• Dealing with patient queries in person and by telephone
• Signposting or referring to internal and external services
• Opening up and closing up of rooms/site
• Checking paper/scripts
• Daily fridge temperatures to GPTN in the absence of nurses/HCA
• Filing and ensuring records are kept in a tidy and ordered state
• Processing change of address or updating other details in patient records as advised
• Preparing notes for amalgamation and deduction (to then be processed by admin team at main surgery before return to PCSE)

Admin

• Admin triage
• Docman incoming processing (as per managing clinical correspondence protocol)
• Generic email sorting and management
• Incoming AccuRx notification processing and online consultation requests
• ERS making referrals and oversight of worklists incl A&G
• Safeguarding reports and coding
• 2WWR audit and follow up
• Maintenance and update of the death register
• Summarising of notes not sent GP2GP (as per summarising policy)
• Processing deductions incl deductions/leavers report to LBS
• Identification of patients who have moved away and sending letters or texts to advise removal in 30 days, follow up with PCSE to ensure removal has taken place
• New registrations and setting up new records (please refer to policy for full details)
• EMIS workflow tasks (please refer to workflow manager policy for full details)
• EMIS tasks from the clinical team and others
• Ardens DOB call and recall for long term conditions or other groups
• Missing childhood immunisations, reviewing notifications and running Ardens searches and booking patients (please refer to childhood imms policy and protocol for full details)
• Monitoring and recall for annual SMI health checks and annual LD health checks
• Cytology prior notifications and 3rd recalls via CSMS
• Monitoring and f/u for discharged prostate cancer patients
• Recoding and f/u of all cancer diagnosis patients at 3 and 12 months
• Recording and f/u of all FIT test requests
• Entering data and coding information from outside agencies
• Attendance at quarterly LD MDT to take minutes and review actions, fortnightly touch base with LD homes by tel or email
• Attendance at reception meeting, clinical meeting to take minutes
• Health visitor for under 5 joiners and leavers report monthly (please refer to protocol)
• Monthly check of named accountable GP coding (please refer to protocol)
• Annual flu, shingles, pneumo recalls incl AccuRx direct booking set up
• Processing incoming insurance reports, forms and SARS to iGPR managed system incl invoicing
• Care home DES weekly ward rounds and ensuring all relevant f/u
• 6 week postnatal and 8 week new baby checks and first imms bookings with GP/nurses
• Taking direct calls from patients
• Taking calls to the practice bypass line
• Participate in reception duties as required by the practice

This list is not exhaustive and there may be other requirements of this role as required by the Practice Manager and/or Partners.

Person Specification

Qualifications

• Educated to GCSE grade A to C in English and Maths
• A commitment to ongoing personal development
• All mandatory training

Experience

• Experience of working in primary care in an administrative or front line role
• Efficient and organised
• Good team working
• Focused and attention to detail
• Experience of EMIS web
• Good working knowledge of general practice IT

Other Knowledge and Skills

• Ability to use own initiative
• Work independently and as part of an MDT
• Ability to work under pressure and prioritise own workload
• Adaptability to a fast pace and rapidly changing environment

Other

• Flexibility
• Excellent personal presentation
• Commitment to equal opportunities
• Reliable and punctual
• DBS clear
• A valid UK driving licence and own car to facilitate travel between sites as needed

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.