Reception Care Co-Ordinator

NHS; Southampton; On-site; GBP 60,000 - 80,000; Part time

Job summary

A healthcare surgery in Southampton is seeking a part-time Reception Care Co-Ordinator. The ideal candidate will have a good standard of English, experience working with the public, and excellent customer service skills. Duties include greeting patients, managing appointment systems, and assisting with administrative tasks. This role requires good communication skills and the ability to work in a busy environment. Full training will be provided, and applicants should be prepared to work flexible hours.

Benefits

NHS pension scheme

Uniform provided after probation

Qualifications

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a healthcare setting is desirable.

Responsibilities

• Greet and welcome all patients and visitors.
• Process and monitor the practice appointment system.
• Answer incoming phone calls promptly.
• Record data on SystmOne Clinical System.
• Direct requests for information to the administrative team.
• Support all administrative staff.

Skills

Good Standard of English language

Customer service background

Excellent communication skills

Good keyboard skills

Education

GCSE level or equivalent

AMSPAR Receptionists Qualification

NVQ Level 2 in Health and Social Care

Job description

Overview

Stoneham Lane Surgery has an exciting opportunity for an enthusiastic newcomer to join our friendly team as a part time Reception Care Co-Ordinator.

The successful applicant will be enthusiastic, confident, and self-motivated, enjoy working in a challenging, busy environment and ideally will have experience of working with the public in a busy focused environment. Your work will mainly be telephone and IT based, so you should have an excellent customer service background as well as good keyboard skills and a working knowledge of Microsoft Office packages. Full training on our Clinical System will be given.

Main duties

You will work within a broad professional group, as well as with members of the public; therefore, excellent communication, interpersonal and organisational skills will be of equal importance. You will need to be a team player with flexibility, be able to follow protocols and procedures and use your own initiative, work efficiently in a busy environment, whilst prioritising workload.

You will be responsible for undertaking a wide range of reception duties and the provision of general support to the wider team. Duties can include but are not limited to greeting, directing patients, effective use of the appointment system, processing of information, and assisting patients and team members as required. This role will involve dealing with a high level of telephone enquiries, face-to-face contacts and medical administration to deliver patient care.

About us

We are proud to be an organisation which is focused on our patients, employees, training, and development. We welcome applicants who share our values and commitment to come and work with us in a professional, caring, and supportive team.

All staff are rolled into the NHS pension scheme. A uniform is provided after satisfactory completion of 6 months probationary period. Please be advised that Stoneham Lane Surgery does not employ registered patients. Stoneham Lane Surgery is based in a purpose-built spacious accommodation in SO16 2JA (Swaythling area in Southampton) close to Junction 5 of the M27. This is a non-smoking organisation.

Details

Date posted: 12 September 2025

Pay scheme: Other

Salary: £12.21 an hour

Contract: Permanent

Working pattern: Part-time

Reference number: A4277-25-September

Job locations: City Gateway, Parkville Road, Southampton, Hampshire, SO16 2JA

Responsibilities

The following are core responsibilities of the receptionist care coordinator. On occasion, a requirement to carry out other tasks may be dependent on workload and staffing levels.

• a. Meet, greet and welcome all patients and visitors, ensure checked in
• b. Process and monitor the practice appointment system
• c. Answer incoming phone calls promptly, transferring calls and handling callers requests appropriately and timely
• d. Confirm patients contact details, check mobiles and that address is in catchment area
• e. Record data on SystmOne Clinical System and other approved templates
• f. Input data into patients healthcare records as necessary
• g. Process repeat prescriptions, ensuring they are processed accurately and efficiently
• h. Scanning of patient-related documentation, attaching to patients healthcare records
• i. Direct requests for information (e.g., SAR, insurance/solicitors letters and DVLA forms) to the administrative team
• j. Photocopy documentation and medical records as required
• k. Support all administrative staff, providing cover during staff absences
• l. Support all clinical staff with general tasks as requested
• m. Respond to patients, team members and external agency requests
• n. Maintain a clean, tidy, effective working area at all times
• o. Monitor security/CCTV and maintain the reception and waiting areas and notice boards
• p. Signpost patients to the correct service and manage queries efficiently

The successful candidate may also be required to carry out additional tasks which may include:

• Organising Weekly Staff Rota to ensure adequate staffing levels to cover sessions
• Arranging overtime as required, covering staff annual leave, unplanned absence (especially lunch cover and early/late sessions) and additional clinics (e.g., Flu and Covid vaccination clinics) while maintaining fairness with Saturday clinics
• Organising the 7th week rolling rota for the clinical system and checking GP and Nurse holidays, study leave, and tutorials are recorded and blocked appropriately
• Check and maintain the desk diary for expected visitors
• Monitor the cleaners’ log in and out times, reporting absences, issues and stock requirements, sending the audit monthly

In the manager’s absence the applicant may be required to:

• Handle patient complaints, acknowledge the complaint in writing, and commence a Significant Event with staff involvement to investigate the matter
• Deal with staff issues, implement temporary measures pending management return
• Manage any H&S concerns, report building issues to the landlord/maintenance company

Hours

Sessions are worked over 4 days as follows:

24-28 hours minimum per week to be discussed at interview + overtime as required

Monday: DAY OFF

Tuesday: Morning 08:30 - 13:00 (4.5 hours)

Wednesday: Afternoon 13:00 - 18:30 (5.5 hours)

Thursday: All Day 08:00 - 13:00 & 14:00 - 18:00 (9 hours)

Friday: Morning 08:00 - 13:00 (5.0 hours)

Flexibility with working hours/reception or admin sessions to maintain the smooth running of the practice; adhoc overtime and additional vaccination sessions may be required of all candidates.

If you have not heard from us within 2 weeks from the closing date you have not been successful.

Qualifications

Essential

• Good Standard of English language

Desirable

• Educated to GCSE level or equivalent
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Experience

• Essential: Experience of working with the general public
• Experience of administrative duties

Desirable: Experience of working in a health care setting

Employer details

Employer name: Stoneham Lane Surgery

Address: City Gateway, Parkville Road, Southampton, Hampshire, SO16 2JA

Website: https://www.stonehamlanesurgery.co.uk/