Job summary New Southgate Surgery are looking for an enthusiastic, flexible, and reliable person to join our reception/admin team.This is a key front-line position responsible for managing first impressions of the Practice. You will greet patients, manage communication between patients and medical staff, and facilitate patient access to appropriate healthcare services efficiently. Key responsibilities include scheduling appointments, managing patient records, answering phone calls, and providing patients with information about healthcare services. You will ensure all patient interactions are handled with empathy and efficiency, maintaining confidentiality and compliance with healthcare regulations. You should have excellent communication skills, strong organisational abilities, and a patient-centric approach to service delivery. You will need to be able to demonstrate previous administrative or customer service experience and have the skills to adapt to, and prioritise, the duties of a busy reception desk, remaining calm and focused to ensure a high standard of care is delivered to patients. Computer skills are essential, and experience with a clinical system would be advantageous, but training will be provided for the right candidate. Main duties of the job Front desk management: greet patients, verify their information, and direct them appropriately, in a welcoming and respectful environment. Appointment booking: efficiently manage appointment scheduling using SystmOne; adjust schedules as needed to accommodate patient needs. Telephone enquiries: handle incoming calls, provide information, take messages, or redirect calls appropriately. Patient records management: maintain and update patient records with accuracy, ensuring all patient interactions are logged promptly and comply with legal and privacy requirements. Coding and scanning: scan and code patient correspondence. Other administrative work, as required. Resource navigation: guide patients to various healthcare resources, including clinics, educational sessions, and community services. Patient follow-up: conduct follow-ups regarding future appointments and treatment plans. Resource management: manage front-office supplies and ensure that patient areas are stocked with forms, brochures, and informational materials. Safety Protocols: maintain cleanliness and safety of the reception area, complying with health and safety guidelines to ensure a safe environment for all. Feedback collection: collect and compile patient feedback to identify areas for improvement in operations and patient care coordination. This job description is not intended to be exhaustive and there will be other tasks and duties that you will be expected to perform within what is expected of this role. About us New Southgate Surgery is a teaching Practice providing care to 14,000 patients. More information about our organisation can be found at www.newsouthgatesurgery.co.uk. There is free on-site parking and we are located close to the town centre and the M1 motorway. Date posted 19 March 2025 Pay scheme Other Salary £12.21 an hour Contract Permanent Working pattern Part-time Reference number A2590-25-0001 Job locations Buxton Place Leeds Road Wakefield West Yorkshire WF1 3JQ Job description Job responsibilities You will be required to undertake a wide range of reception duties and support the Practice team. You will assist in the day to day running of the office. Clerical information should be processed, along with any necessary computer input, to ensure data is accurately updated to maintain high quality databases. Duties include; Greeting and directing patients, booking appointments, processing information, and assisting patients as required Registration/deduction process for patients Editing of patient information to maintain accuracy of data held Health Authority linked information to be processed on SystmOne and manually Patient letters as required Clearance of administrative and clerical duties as instructed Assisting with QOF targets Filing of any paper records Read Coding onto the computer system in an accurate and effective manner Scanning & attaching of patient documents Undertaking other duties as necessary. Job description Job responsibilities You will be required to undertake a wide range of reception duties and support the Practice team. You will assist in the day to day running of the office. Clerical information should be processed, along with any necessary computer input, to ensure data is accurately updated to maintain high quality databases. Duties include; Greeting and directing patients, booking appointments, processing information, and assisting patients as required Registration/deduction process for patients Editing of patient information to maintain accuracy of data held Health Authority linked information to be processed on SystmOne and manually Patient letters as required Clearance of administrative and clerical duties as instructed Assisting with QOF targets Filing of any paper records Read Coding onto the computer system in an accurate and effective manner Scanning & attaching of patient documents Undertaking other duties as necessary. Person Specification Experience Essential Experience of working with the general public in a customer service role Excellent communication skills Strong IT skills Detail-oriented with a focus on accuracy and precision Clear and polite telephone manner Effective time management and organisational skills Ability to work as a team member Ability to follow policy and procedure Able to work 10am to 6.30pm Monday, Tuesday, Thursday, and Friday Desirable Experience of working in a Healthcare setting Experience of medical terminology SystmOne user skills Qualifications Essential Educated to GCSE level, grade A to C in English and Maths, or equivalent. Desirable Additional training in customer service, administration, or related field is preferred. Person Specification Experience Essential Experience of working with the general public in a customer service role Excellent communication skills Strong IT skills Detail-oriented with a focus on accuracy and precision Clear and polite telephone manner Effective time management and organisational skills Ability to work as a team member Ability to follow policy and procedure Able to work 10am to 6.30pm Monday, Tuesday, Thursday, and Friday Desirable Experience of working in a Healthcare setting Experience of medical terminology SystmOne user skills Qualifications Essential Educated to GCSE level, grade A to C in English and Maths, or equivalent. Desirable Additional training in customer service, administration, or related field is preferred. 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 New Southgate Surgery Address Buxton Place Leeds Road Wakefield West Yorkshire WF1 3JQ Employer's website https://www.newsouthgatesurgery.co.uk/ (Opens in a new tab)