Receptionist / Administrator

NHS Scotland; United Kingdom; Remote; GBP 11,000 - 15,000; Part time

Job summary

NHS Scotland in Stenhousemuir, Scotland, is seeking a part-time Receptionist/Administrator for a busy GP practice. 16 hours per week, 2pm–6pm on Monday, Tuesday, Wednesday and Friday.

You will be the first point of contact for patients and visitors and handle general reception duties. You will manage phone and in-person enquiries, book appointments, process prescriptions, maintain records, and support IT tasks.

Qualifications

• Strong communication and organisational abilities.
• Previous GP reception experience desirable.
• IT skills essential for reception tasks.

Responsibilities

• Handle telephone, face-to-face and electronic enquiries and book appointments.
• Maintain general admin tasks: filing, mail, data entry and records.
• Manage appointment system: book/edit/cancel recalls and ensure data is complete.
• Process prescription requests and maintain confidentiality and data protection.
• Uphold health, safety, and equality policies and maintain a tidy reception area.

Skills

Communication skills

IT skills

Organised

Customer service

Tools

MS Office

EHR systems

Job description

RECEPTIONIST / ADMINISTRATOR

JOB DESCRIPTION

Job Summary

Dependant on Experience

16 hours per week - 2pm - 6pm Monday, Tuesday, Wednesday & Friday

Reports to: Practice Manager

We are looking to appoint a receptionist/administrator to join our busy GP practice who will be the first point of contact for patients, contractors, and visitors as well as carrying out general office management tasks.

You will be responsible for the general administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high-quality service and deal efficiently and courteously with patient enquiries.

You will have excellent communication skills, a compassionate and friendly nature who can operate in a busy environment with a range of people and professions, as you will be working with our clinical and administration teams.

Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.

This role is ideal for someone who is highly organised and an effective communicator who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality.

IT skills are essential. You will also process prescription requests and provide a full administrative service.

Job Responsibilities

RECEPTION

• Receiving patients, consulting with members of practice team
• Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link
• Taking messages and passing on information
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers

GENERAL ADMINISTRATION

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Processing and distributing incoming and outgoing mail
• Filing and retrieving paperwork
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
• Keeping the reception area, notice boards, leaflets etc. tidy and presentable
• Cover sickness/annual leave and work reasonable overtime when required
• Perform any other relevant and reasonable duties that may be requested by the practice manager or partners
• Undertake statutory and mandatory training as required

APPOINTMENT SYSTEM MANAGEMENT

• Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
• Monitor effectiveness of the system and report any problems or variations required
• Deal with home visit requests, carefully noting all details

MEDICAL RECORDS MANAGEMENT

• Ensure correspondence, reports, results etc, are filed in correct record
• Processing repeat prescriptions in accordance with practice guidelines
• Handing completed repeat prescriptions to patient and checking names and address

Other Job Responsibilities

CONFIDENTIALITY

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times
• Maintain an awareness of the Freedom of Information Act
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

HEALTH & SAFETY

• The post-holder will manage their own and others’ health & safety and infection control as defined in the Practice’s Health & Safety Policy, the Practice Health & Safety Manual, and the Practice’s Infection Control Policy and published procedures.
• Comply with Practice health & safety policies by following agreed safe working procedures
• Actively report health & safety hazards and infection hazards immediately
• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
• Undertaking periodic infection control training (minimum annually)
• Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
• Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
• Reporting incidents using the organisations Incident Reporting System
• Using personal security systems within the workplace according to Practice guidelines
• Making effective use of training to update knowledge and skills

EQUALITY AND DIVERSITY

• The post-holder will support, promote and maintain the Practice’s Equality & Diversity Policy.
• No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
• The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

OTHER DELEGATED DUTIES

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Contract Type: Permanent

Posted On: 15/09/2026

Closing Date: 30/09/2026