Receptionist/Administrator

The Neaman Practice; City Of London; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare practice in London is seeking a receptionist to assist with patient reception, manage appointments, and provide administrative support. The ideal candidate will have experience in a healthcare setting, excellent communication skills, and the ability to maintain confidentiality. Flexibility in working hours is required. This role offers a collaborative team environment and the chance to make a positive impact on patient care.

Benefits

Annual Leave - 25 days plus bank holidays

NHS discounts

Qualifications

• Previous experience in a reception or administrative role within a healthcare setting.
• Ability to maintain confidentiality and adhere to data protection regulations.
• Knowledge of NHS processes and protocols.

Responsibilities

• Welcome and assist patients, liaising with the practice team.
• Manage appointment requests via telephone, online consultations, and in person.
• Ensure building security and assist in quality assurance.

Skills

Excellent communication skills

Strong organisational skills

Flexibility

Problem-solving skills

Education

GCSE grade A to C

Tools

EMIS

Microsoft Office

Job description

The successful applicant will be required to work shifts between 8am and 8pm Monday and Tuesday to Friday 8am and 6.30pm.

Applicants must be flexible and reliable.

The purpose of the role is to:

Offer general assistance to the practice team andproject a positive and friendly image to patients and other visitors, either inperson or via the telephone

Undertake a variety of reception, administrativeand clinical duties to assist in the smooth running of the practice includingthe provision of clerical support to clinical staff and other members of thePractice team

Facilitate effective communication betweenpatients, members of the primary health care team, secondary care and otherassociated healthcare agencies

Specific delegated clinical tasks under thesupervision of the GP Partners in accordance to practice guidelines

Main duties of the job

Key Responsibilities

Reception Duties:

• Welcome and assist patients, liaising with the practice team as needed.
• Issue completed repeat prescriptions and verify patient details (name, address, contact information).
• Provide cover across all reception positions when required.
• Operate the telephone and bleep system during and after hours.
• Respond to daily email queries promptly and professionally.

Appointments:

• Manage appointment requests via telephone, online consultations , and in person.
• Handle home visit requests and triage appropriately.

Patient Records & Prescriptions:

• Register new patients and update records accurately.
• Process changes of address and maintain medical records in line with practice area guidelines.
• Manage repeat prescription requests according to practice protocols.

Administration:

• Scan, File and photocopy documents as required.
• Support clinical teams with administrative tasks, including:
  • Cytology and pathology results
  • Recalls For Long term Conditions
  • Summarising hospital records
  • Meeting minutes and referrals
• Monitor and manage stock levels for stationery and supplies.

Other Duties:

• Ensure building security, including doors, windows, and alarm systems.
• Assist in achieving Quality Outcomes Framework targets.
• Undertake any other tasks allocated by the manager.

About us

There are approximately 9333 patients registered here at the Neaman Practice and we are based in the city of London. The Surgery is open from 8:00 until 20:00 on Monday and 18:00 Tuesday -Friday.

Staff

There are 3 full time partners here, with 5 salaried doctors.

We have 2 practice nurses and a HCA

There are 6 receptionist, 1 administrator and a medical secretary

A Business Manager, Practice manager, Hr manager and Reception manager.

• Annual Leave - 25 days in addition to 8 bank holidays
• Staff away trips
• NHS discount -NHS employees also enjoy some discounts with shops and services. Dont forget to ask any shop, restaurant, hotel or any service whether they offer and discounts to NHS employees.

Job responsibilities

Dutiesand Responsibilities:

Duties and responsibilities may be variedfrom time to time under the direction of Business Practice Manager/ Partners, dependent on current and evolving Practice workload andstaffing levels and, in accordance to practice guidelines therefore the dutiesand responsibilities to be undertaken by members of the Practice administrationteam may include any or all of the items in the following list.

JobResponsibilities:

Reception

• Receivingpatients and consulting with members of practice team
• Handingcompleted repeat prescriptions to patient and checking names, address andcontact details.
• Beable to cover all reception positions as necessary
• Dealwith visits requests

Computer

• Registrationsof new patients computer data entry and medical records.
• Processpatients change of address computer data and medical records (haveknowledge of practice area.
• Processrepeat prescription request in accordance with practice guidelines.

Telephone

• Haveworking knowledge of telephone/bleep system, during and after hours.

Other Tasks

• Ensurebuilding security have thorough knowledge of doors/windows/alarm.
• Anyother tasks allocated by manager

Administration:

• Dealingwith daily email queries
• Responsiblefor Easy Doc and Docman maintenance
• Towork in accordance of written protocols
• Scanningpost in medical records as requested via DocMan10
• Faxand photocopy as requested
• Specificresponsibility please refer to work plan attached
• Keep thepractice manager informed of any matters arising or problems / potentialproblems
• Maintain selfand team professionalism
• Deal with anyproblems reported by other members of the health care team

Provideadministrative support to members of the primary health care team in thefollowing areas ensuring appropriate practice records are kept up to date

• Cytology
• Pathologyresults
• Immunisationrecalls (excluding childhood immunisations)
• Summarisinghospital records
• Appointmentscheduler and sessions and associated rotas
• Meetingminutes
• Referrals

Check,monitor and deal with items as they appear in the GP links system

Sortand distribute accordingly any correspondence and records received in theweekly delivery from the CCG/Health Authority

Check and ensurethe workflow is regularly monitored and administered

Enter requests for home visitsinto the home visits book, ensuring careful recording of all relevant detailsand where necessary refer to Duty Doctor;

Assistingin achieving Quality Outcomes Framework- i.e. call and recall

Monitor stocklevels, usage and re-order requirements of stationary, cleaning, refreshmentsand sundry items

• On a regularand ad hoc basis, monitor general usage and re-order requirements forstationary, cleaning, refreshment and sundry items.
• Liaise withthe practice manager for order or purchase requirements

Confidentiality:

• Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately
• Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcareworkers. They may also have acesssto information relating to the practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential
• Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assistin promoting and maintaining their own and others health, safety and securityas defined in the practice Health & Safety Policy, to include:

• Usingpersonal security systems within the workplace according to practiceguidelines
• Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks
• Makingeffective use of training to update knowledge and skills
• Usingappropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazards

Equality and Diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

• Acting in away that recognizes the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, andcurrent legislation
• Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Personal/Professional Development:

Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:

• Participationin an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/orprofessional development
• Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork.

Quality:

Thepost-holder will strive to maintain quality within the practice, and will:

• Alert otherteam members to issues of quality and risk
• Assess ownperformance and take accountability for own actions, either directly orunder supervision
• Contribute tothe effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance
• Workeffectively with individuals in other agencies to meet patients needs
• Effectivelymanage own time, workload and resources.

Communication:

The post-holdershould recognize the importance of effective communication within the team andwill strive to:

• Communicateeffectively with other team members
• Communicateeffectively with patients and carers
• Recognizepeoples needs for alternative methods of communication and respondaccordingly.

Contribution to the Implementation ofServices:

Thepost-holder will:

• Apply practicepolicies, standards and guidance
• Discuss withother members of the team how the policies, standards and guidelines will affectown work
• Participate inaudit where appropriate.
• Work acrossother sites if required

This job description reflects the currentmain organisational priorities for the post. In the context of rapid changetaking place within the NHS/Practice, these priorities will develop and changein consultation with the post holder in line with service business needs andpriorities.

Person Specification

Qualifications

• GCSE grade A to C

Experience

• Previous experience in a reception or administrative role within a healthcare setting.
• Excellent communication skills, both verbal and written.
• Strong organisational skills and ability to prioritise tasks in a busy environment.
• Competent in using IT systems, including EMIS and Microsoft Office.
• Ability to maintain confidentiality and adhere to data protection regulations.
• Professional, courteous, and patient-focused approach.
• Flexibility to cover different reception positions and work varied hours if required.
• Knowledge of NHS processes and protocols (e.g., repeat prescriptions, patient registrations).
• Knowledge of NHS administrative processes, including referrals and QOF requirements.
• Ability to speak additional languages relevant to the local community.
• Experience in handling confidential medical information and adhering to GDPR.
• Strong problem-solving skills and ability to work independently when required.
• Understanding of cultural sensitivities and patient engagement strategies.

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.