Job summary We are looking for an GP Receptionist to join our small friendly practice team based at Elm Lane & Chapeltown Surgery. Applicants would ideally have experience of working in a patient or customer service environment, have good telephone and computer skills, enjoy a varied job role, and be flexible in covering for colleagues during times of leave. During times of leave, you will be required to work up to 35 hours per week (minimum of 10 weeks per year). A normal working week would consist of working one full day (8:15am-6:15pm) and two mornings (8:15am-1:30pm), these will be split over both sites. During times of leave you will be required to work up to two full days and three mornings per week. All new members of staff are automatically enrolled into the NHS pension scheme, which is one of the leading pension schemes in theCountry. There is also an option to opt out if required. The successful candidate will be entitled to 5.6 weeks annual leave plus bank holidays. Interviews will take place w/c 17 March 2025. Main duties of the job The successful candidate will: Open and close surgery premises, includingchecking and securing the premises at the end of each day. Receive and direct the patients on arrival. Process requests for repeat prescriptions, ready for checking by a Doctor. Pass on all requests for home visits to the GP, ensuring careful recording of all relevant details. Deal with all general enquiries, explain surgery procedures, make new and follow-up appointments over the telephone or with direct patient contact. Receive and pass on messages for clinical and managerial staff. Ensure all urgent or outstanding messages are completed at the end of your working day. Deal with all internal and externalmail and scanning onto the clinical system, where required. File, record requests for medical records and photocopy medical records. Register new patients to the practice andbook new patient checks, which will also include temporary residents. Liaise with other outside agencies by telephone or email. Adopt and contribute to new processes. Undertake any other additional duties as requested by the Partners or the practice manager. It would be beneficial to have access to your own car to enable you to work across both sites. About us We are a two site practice in North Sheffield looking to recruit a GP Receptionist to our friendly supportive team, working across both sites. Our Practice team consists of 3 GP Partners, 1 Salaried GP, 2 Practice Nurses, 1 HCA and 1 Phlebotomist alongside our friendly and supportive administrative and reception team. We are looking for someone enthusiastic to complement our established team. Interviews will take place w/c 17 March 2025 Date posted 25 February 2025 Pay scheme Other Salary £11.44 an hour This will increase from 1 April in line with Government Guidance. Contract Permanent Working pattern Part-time Reference number A1111-25-0002 Job locations 104 Elm Lane Sheffield S5 7TW Chapeltown Surgery 11 Ecclesfield Road Chapeltown Sheffield S35 1TD Job description Job responsibilities Job Purpose To provide a high quality front line reception service to our patients and colleagues. Provide 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. Primary Responsibilities Opening surgery premises and checking heating and ventilation in waiting areas and switching on computers in reception and consulting areas. Planning room usage Responsibility for checking and securing the premises, setting the security alarm. Tidying the reception areas and surgery at the end of a session, ensuring that any urgent or outstanding messages and tasks are passed over to incoming colleagues for completion. Keeping the consulting rooms and the reception areas adequately supplied with stationery and necessary equipment, ensuring they are ready at the start of each clinic Receiving and directing the patients on arrival in an efficient and polite manner. Courteously deal with all general enquiries, explaining surgery procedures, making new and follow-up appointments over the telephone or with direct patient contact. Receiving and passing on messages for clinical and managerial staff. Receiving requests for repeat prescriptions and processing these on computer. Opening mail and ensuring that it is directed to the correct recipient as soon as possible. Organising letters, new prescriptions and repeat prescriptions to be checked and signed by the doctor Filing and extracting patients records and any documents relating to these be it from paper or electronic records. Enter patient information accurately on to the computer as required Pass on all requests for home visits to the GP, ensuring careful recording of all relevant details. Retrieve, if necessary and re-file records as required, ensuring strict alphabetical order is adhered to. Ensure all correspondence, reports, results etc are scanned promptly and in the correct records. Registration and documentation of new patients to the practice, including re-organisation of patient notes when they are received, ensuring new patient checks are carried out. Registration and completion of forms for temporary residents. Photocopying medical records Liaising with other outside agencies including hospitals, ambulance control or other bodies by telephone, fax or email. Recording requests for medical reports, photocopies of notes etc. and invoicing for such items Flexible to work extra to cover for holidays, sickness and other absences including working at either site, Elm Lane or Chapeltown Willingness to adopt and contribute to new processes. Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager. 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 Ensure log off procedures are followed and computer passwords and smartcard codes are not shared amongst other team members. General All employees are required to: Abide by the Health and Safety at Work Act. Attend mandatory training regularly Co-operate and liaise with departmental colleagues. Observe the practices Equal Opportunities Policy in their behaviour to the public and other workers. Participate in an annual individual performance review Participate in and contribute to team meetings. Respect confidentiality applying to all surgery areas. Work with the rest of the team in a polite and respectful manner. Work within the surgery no smoking policy. Work within the surgery policies and procedures. All employees are expected to: Act in a way that recognizes the importance of peoples right, interpreting them in a way that is consistent with the practice procedures and policies, and current legislation in relation to equality, diversity and rights of patients, carers and colleagues, co-workers, patients and visitors must be treated equally, irrespective of gender, ethnic origin, age disability, sexual orientation, religion etc. Demonstrate a commitment to their own development, to take advantage of education and training opportunities and develop their own competence. Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Support and encourage harmonious internal and external working relationships This job description is not exhaustive and you may be asked to perform other duties considered necessary to ensure the practice runs smoothly. It should be appreciated that the practice and general practice as a whole are consistently undergoing a period of change, this will inevitably necessitate changes in particular duties involved in the job as the work load changes. Job description Job responsibilities Job Purpose To provide a high quality front line reception service to our patients and colleagues. Provide 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. Primary Responsibilities Opening surgery premises and checking heating and ventilation in waiting areas and switching on computers in reception and consulting areas. Planning room usage Responsibility for checking and securing the premises, setting the security alarm. Tidying the reception areas and surgery at the end of a session, ensuring that any urgent or outstanding messages and tasks are passed over to incoming colleagues for completion. Keeping the consulting rooms and the reception areas adequately supplied with stationery and necessary equipment, ensuring they are ready at the start of each clinic Receiving and directing the patients on arrival in an efficient and polite manner. Courteously deal with all general enquiries, explaining surgery procedures, making new and follow-up appointments over the telephone or with direct patient contact. Receiving and passing on messages for clinical and managerial staff. Receiving requests for repeat prescriptions and processing these on computer. Opening mail and ensuring that it is directed to the correct recipient as soon as possible. Organising letters, new prescriptions and repeat prescriptions to be checked and signed by the doctor Filing and extracting patients records and any documents relating to these be it from paper or electronic records. Enter patient information accurately on to the computer as required Pass on all requests for home visits to the GP, ensuring careful recording of all relevant details. Retrieve, if necessary and re-file records as required, ensuring strict alphabetical order is adhered to. Ensure all correspondence, reports, results etc are scanned promptly and in the correct records. Registration and documentation of new patients to the practice, including re-organisation of patient notes when they are received, ensuring new patient checks are carried out. Registration and completion of forms for temporary residents. Photocopying medical records Liaising with other outside agencies including hospitals, ambulance control or other bodies by telephone, fax or email. Recording requests for medical reports, photocopies of notes etc. and invoicing for such items Flexible to work extra to cover for holidays, sickness and other absences including working at either site, Elm Lane or Chapeltown Willingness to adopt and contribute to new processes. Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager. 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 Ensure log off procedures are followed and computer passwords and smartcard codes are not shared amongst other team members. General All employees are required to: Abide by the Health and Safety at Work Act. Attend mandatory training regularly Co-operate and liaise with departmental colleagues. Observe the practices Equal Opportunities Policy in their behaviour to the public and other workers. Participate in an annual individual performance review Participate in and contribute to team meetings. Respect confidentiality applying to all surgery areas. Work with the rest of the team in a polite and respectful manner. Work within the surgery no smoking policy. Work within the surgery policies and procedures. All employees are expected to: Act in a way that recognizes the importance of peoples right, interpreting them in a way that is consistent with the practice procedures and policies, and current legislation in relation to equality, diversity and rights of patients, carers and colleagues, co-workers, patients and visitors must be treated equally, irrespective of gender, ethnic origin, age disability, sexual orientation, religion etc. Demonstrate a commitment to their own development, to take advantage of education and training opportunities and develop their own competence. Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Support and encourage harmonious internal and external working relationships This job description is not exhaustive and you may be asked to perform other duties considered necessary to ensure the practice runs smoothly. It should be appreciated that the practice and general practice as a whole are consistently undergoing a period of change, this will inevitably necessitate changes in particular duties involved in the job as the work load changes. Person Specification Qualifications Essential Good general standard of education including English and Maths (A to D) Desirable Customer Care or Administration qualification or equivalent Skills Essential The successful candidate must have: Good Organisational skills Good communication skills both oral and written Time management skills Good telephone handling skills Ability to work calmly under pressure Computer/IT skills, including Microsoft Office Practice a high level of confidentiality Desirable SystmOne skills Full UK driving licence and access to a vehicle Personal Attributes Essential Teamwork Self-motivated and reliable Smart appearance Ability to work independently Personable, caring polite and patient. Flexible approach to work able to provide cover at short notice Ability and willingness to acquire new skills Ability to follow practice standards and operating procedures Experience Essential Previous reception or customer care experience Desirable Previous experience in NHS/Healthcare setting Person Specification Qualifications Essential Good general standard of education including English and Maths (A to D) Desirable Customer Care or Administration qualification or equivalent Skills Essential The successful candidate must have: Good Organisational skills Good communication skills both oral and written Time management skills Good telephone handling skills Ability to work calmly under pressure Computer/IT skills, including Microsoft Office Practice a high level of confidentiality Desirable SystmOne skills Full UK driving licence and access to a vehicle Personal Attributes Essential Teamwork Self-motivated and reliable Smart appearance Ability to work independently Personable, caring polite and patient. Flexible approach to work able to provide cover at short notice Ability and willingness to acquire new skills Ability to follow practice standards and operating procedures Experience Essential Previous reception or customer care experience Desirable Previous experience in NHS/Healthcare setting 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 Elm Lane & Chapeltown Surgery Address 104 Elm Lane Sheffield S5 7TW Employer's website https://www.elmlanesurgery.com/ (Opens in a new tab)