Receptionist/Administrator

Woodcote Medical; Greater London, Coulsdon; On-site; GBP 9,500 - 12,000; Part time

Job summary

Woodcote Medical in Purley and Coulsdon is seeking a friendly, organised Receptionist/Patient Services Advisor to join our team for 16.75 hours per week. This frontline role supports both clinical and admin functions and is the first point of contact for patients and visitors.

You will handle bookings, check-ins, patient questions, and registration, with cover across sites when needed. Experience in a GP practice is preferred; good IT skills and confidentiality are essential.

Qualifications

• Previous experience of working in a GP practice
• Excellent communication skills, both verbal and written
• Ability to work independently and as part of a team
• Strong organisational skills and the ability to prioritise workloads effectively
• Ability to work accurately in a busy and pressurised environment
• Good IT skills and confidence using digital systems
• Understanding of the importance of patient confidentiality and data protection
• Flexible approach to working hours, including providing cover for staff holidays and sickness when required
• Willingness to work across both practice sites.
• Experience of Emis
• Experience of Docman
• Experience in basic prescription processes

Responsibilities

• Welcoming patients and visitors in a courteous, professional and efficient manner
• Receive, assist and direct patients to the appropriate service or healthcare professional
• Book, amend and cancel appointments accurately using the clinical system
• Manage the patient check-in process and monitor waiting areas to support efficient patient flow
• Handle patient queries in person, by telephone, or email, maintaining a helpful and respectful approach at all times
• Assist with patient registration, deductions, and change of details
• Manage patient concerns or complaints professionally, escalating issues where appropriate
• Maintain a positive and friendly image of the practice at all times
• On a rota basis (once every 4 weeks) to cover Wednesday evening shift to 8pm
• Process clinical correspondence and accurately extract information requiring coding into patient notes
• Arrange appointments, referrals, tests, patient requests and follow up appointments of patients from different sources including Docman tasks and EMIS tasks
• Scan and file clinical correspondence and documents to patient records
• Provide administrative support to clinicians, management and the wide practice team
• Ensure patient information is handled confidentially and in accordance with practice policies and data protection requirements.

Skills

GP practice experience

Excellent communication

Team player

Organisational skills

Tools

EMIS

Docman

Microsoft Office

Job description

We are looking for a friendly, organised and professional Receptionist/Patient Services Advisor to join our friendly, dedicated team for 16.75 hours per week.

This is a vital frontline role that contributes to the smooth running of the surgery and ensures our patients receive a high-quality, welcoming and efficient service.

The successful candidate will be the first point of contact for patients and visitors and will play an important role in supporting both clinical and administrative functions within the practice.

This role requires flexibility to work across our two surgery sites in Purley and Coulsdon, with the ability to provide cover for colleagues during annual leave, sickness and other absences when required.

Main duties of the job

Receiving, assisting and directing patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Providing general assistance to the practice team and projecting a positive and friendly image to patients and other visitors, either in person or via the telephone.

About us

We are a suburban two branch practice, with approx 18,000k patients. We have a large team comprised of doctors, pharmacists, ANPs, paramedic, nurses, physio, HCAs, admin and reception.

We are a teaching practice that trains pharmacists, medical students and GP registrars and are proud to offer excellent healthcare to the residents of Purley and Coulsdon.

Job responsibilities

Reception Duties:

• Welcoming patients and visitors in a courteous, professional and efficient manner
• Receive, assist and direct patients to the appropriate service or healthcare professional
• Book, amend and cancel appointments accurately using the clinical system
• Manage the patient check-in process and monitor waiting areas to support efficient patient flow
• Handle patient queries in person, by telephone, or email, maintaining a helpful and respectful approach at all times
• Assist with patient registration, deductions, and change of details
• Manage patient concerns or complaints professionally, escalating issues where appropriate
• Maintain a positive and friendly image of the practice at all times.
• On a rota basis (once every 4 weeks) to cover Wednesday evening shift to 8pm

Administrative Duties:

• Process clinical correspondence and accurately extract information requiring coding into patient notes
• Arrange appointments, referrals, tests, patient requests and follow up appointments of patients from different sources including Docman tasks and EMIS tasks.
• Scan and file clinical correspondence and documents to patient records
• Provide administrative support to clinicians, management and the wide practice team
• Ensure patient information is handled confidentially and in accordance with practice policies and data protection requirements.

Person Specification

Experience

• Previous experience of working in a GP practice
• Excellent communication skills, both verbal and written
• Ability to work independently and as part of a team
• Strong organisational skills and the ability to prioritise workloads effectively
• Ability to work accurately in a busy and pressurised environment
• Good IT skills and confidence using digital systems
• Understanding of the importance of patient confidentiality and data protection
• Flexible approach to working hours, including providing cover for staff holidays and sickness when required
• Willingness to work across both practice sites.
• Experience of Emis
• Experience of Docman
• Experience in basic prescription processes

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.