Receptionist / Administrator (Care Coordinator)

NHS; Faversham; On-site; GBP 24,000; Full time

Job summary

A local healthcare provider is seeking a full-time and part-time Receptionist/Administrator to join their team in Faversham. Responsibilities include assisting patients, performing administrative duties, and ensuring efficient office operations. Candidates should have good communication and organisational skills, with prior experience in healthcare preferred. This permanent role offers a salary of £23,615 per year.

Qualifications

• Evidence managing challenging patients.
• Experience in primary care/NHS/caring profession is preferred.
• Able to use a scanner or experience of mass scanning.

Responsibilities

• Assist practice team and project a friendly image to patients.
• Receive and direct patients to the appropriate service.
• Perform administrative duties to ensure smooth practice operations.
• Handle appointment and consultation requests efficiently.

Skills

Good communication skills

Organisational skills

Problem-solving skills

Education

English and Maths GCSE grade C or above

Formal qualification in IT (e.g. CLAIT, ECDL)

Tools

EMIS clinical software

Job description

Job Summary

We are looking for full time and part time Receptionist/Administrators (Care Coordinator) to work with our friendly and supportive team at Faversham Medical Group. (Agenda for Change Band 2)

Employment will be by Faversham Medical Group at one of our two Faversham sites with cross-site working. However, this role is an Additional Roles Reimbursement Scheme (ARRS) funded role across Faversham PCN.

Details

Date posted: 04 November 2025

Pay scheme: Agenda for change

Band: Band 2

Salary: £23,615 a year

Contract: Permanent

Working pattern: Full-time, Part-time

Reference number: A0646-25-0011

Job locations

• Faversham Health Centre, Bank Street, Faversham, Kent, ME13 8QR
• Newton Place Surgery, Newton Road, Faversham, Kent, ME13 8FH

Main duties

• Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
• Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of administrative support to clinical staff and other members of the practice team.
• Ensure the delivery of safe, effective and efficient systems for repeat prescribing efficiency, medicines optimisation, medication enquiries triage and maximising patient outcomes.
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

Duties and Responsibilities

• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional. This may be for GP or nurse/HCA clinics, UTC or any other service as required.
• Processing and distributing incoming (and outgoing) mail.
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Processing repeat prescriptions in accordance with practice guidelines.
• Scanning of post, new patient notes, previously filed patient notes and other documents as required.
• Administrative duties.
• Chaperoning duties.

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Providing help and information to patients and visitors.

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.

Clearing and re-stocking consulting rooms as required.

Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning.

Ordering, re-ordering and monitoring of stationery and other supplies. Re-stocking the stationery cupboard with these supplies.

Provision of refreshments for staff and visitors as required; washing up afterwards and keeping the kitchen area clean and tidy.

Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.

Ensuring off site external storage unit is kept organised, clean and accessible when instructed by the Reception Managers or Reception/Administrator Supervisor, retrieving, updating and filing of stored information as required.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

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 assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control Policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

Safeguarding

It is the responsibility of all staff at Faversham Medical Group to;

• Safeguard and promote the welfare of children and vulnerable adults.
• Ensure their safeguarding adults and safeguarding children training is up to date at the level appropriate to their role.
• Ensure the safeguarding policies and procedures in place within the Practice are adhered to during employment.

Equality & Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognise the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

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

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Housekeeping duties

The post-holder will:

• Serve refreshments, clean and tidy away afterwards. Defrost fridge if appropriate.
• Ensure premises are kept clean and tidy between visits from cleaning staff.
• Replace and maintain indoor plants.
• Tidy and sort toys, magazines, leaflets etc. Discard old or damaged items.

It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the practice. The Partners reserve the right to redistribute duties and functions among members of staff from time to time, and requests for such changes shall not be reasonably refused.

Person Specification

• Good sickness record (e.g. max 3 events in last 12 months).
• Good communicator (verbal & written) both upwards and downwards, using a wide range of media I.e. Phone, Email or Face to Face.
• Be able to evidence excellent organisational and problem solving skills.
• Willing to wear a uniform if required.
• Punctual and ready to start work at allocated time.
• Able to show examples of a flexible approach to working overtime/ extra hours/ covering for other staff in absence or annual leave.

Experience

Essential

• Be able to show and evidence managing difficult or demanding patients.

Desirable

• Experience in primary care/ NHS / caring profession.
• Be able to use a scanner or experience of mass scanning.
• Experience dealing with Patients/Public.
• Some experience in administration.
• Experience in using EMIS clinical software.

Qualifications

Desirable

• English and Maths GCSE grade C or above.
• Formal qualification in IT (e.g. CLAIT, ECDL).

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.

Employer Details

Employer name: Faversham Medical Practice

Address: Faversham Health Centre, Bank Street, Faversham, Kent, ME13 8QR

Website: https://www.favershammedicalpractice.nhs.uk/