Job summary
We are looking for a part time receptionist to join our friendlyand supportive team.
Experience of working in a GP Practice is preferred.
Main duties of the job
To be responsible for undertaking a wide range of secretarial andadministrative duties and the provision of administrative support to themultidisciplinary team.
Duties can include, but are not limited to, theprocessing of information (electronic and hard copy) in a timely manner,liaising with multidisciplinary team members and external agencies such assecondary care and community service providers in accordance with current policies,including the use of the electronic referral service (ERS).
Helping and supporting patients both in person and on the phone.
Answering telephone calls and booking appointments.
Using EMIS, our computerised patient system. Training can be provided.
Admin duties including completion of tasks, sorting and opening post and dealing with queries.
About us
We are a busy GP Practice located on the outskirts of Newcastle-under-Lyme. We have a practice population size of around 4800 patients from diverse backgrounds.
Our team includes
3 GP Partners
1 Practice Nurse
1 Healthcare Practitoner
1 Practice Manager
1 Office Manager
2 Senior Admin
1 Receptionist
2 Apprentices
We are also a Keele Medical School accredited training provider. We are invloved with Foundation Doctors and are an established GP Vocational training practice.
Job description
Job responsibilities
Administrative Support
1. Provide comprehensive secretarial and administrative support to GPs and other healthcare professionals.
2. Prepare, manage, and maintain patient correspondence, including referral letters, reports, and medical documents, using appropriate software and templates.
3. Maintain patient confidentiality and adhere to data protection regulations.
Communication
4. Act as the first point of contact for queries from patients, healthcare providers, and other third parties.
5. Manage telephone and email inquiries professionally, redirecting or escalating as necessary.
6. Relay messages accurately and in a timely manner to the appropriate team member.
Document and Record Management
7. Maintain accurate and up-to-date electronic and paper records.
8. Monitor and manage deadlines for patient referrals and follow-ups.
Skills and Qualifications Essential
9. Previous experience in a medical or similar administrative role.
10. Proficiency in office software (, Microsoft Office Suite) and familiarity with electronic patient record systems (, EMIS, SystmOne).
11. Excellent organisational skills and attention to detail.
12. Strong communication skills, both written and verbal.
13. Ability to handle sensitive information with confidentiality and discretion.
Desirable
14. Knowledge of medical terminology.
15. Experience using electronic referral systems (, eRS).
16. Familiarity with NHS processes and policies.
Personal Attributes
17. Professional and approachable demeanor.
18. Ability to work independently and as part of a team.
19. Strong problem-solving skills and initiative.
20. Calm under pressure and able to prioritise tasks effectively.
This role is pivotal to ensuring the smooth operation of the GP surgery, supporting both clinical staff and patients with excellent administrative and communication skills.
Person Specification
Qualifications
Essential
21. Person Specification Medical Secretary
22. Qualifications - Essential
23. Educated to GCSE level or equivalent- desirable
24. GCSE Mathematics & English (C or above)- Desirable
25. Experience
26. Experience of working with the general public - essential
27. Experience of administrative duties - desirable
28. Experience of working in a health care setting as a medical secretary - essential
29. Skills
30. Excellent communication skills (written and oral) - essential
31. Strong IT skills - essential
32. Clear, polite telephone manner - essential
33. Competent in the use of Office and Outlook - essential
34. EMIS Web user skillsdesirable
35. Effective time management (Planning & Organising) - essential
36. Ability to work as a team member and autonomously - essential
37. Good interpersonal skills - essential
38. Problem solving & analytical skills - essential
39. Ability to follow policy and procedure - essential
40. Personal Qualities
41. Polite and confident - essential
42. Flexible and cooperative - essential
43. Motivated - essential
44. Forward thinker - essential
45. High levels of integrity and loyalty - essential
46. Sensitive and empathetic in distressing situations - essential
47. Ability to work under pressure- essential
48. Other requirements
49. Flexibility to work outside of core office hours- essential
50. Disclosure Barring Service (DBS) check- essential