Clinical Administrator/Receptionist

• Greet all patients and visitors in a friendly and professional manner.
• Handle all patient enquiries courteously, both in person and by telephone.
• Manage the flow of patients arriving for appointments.
• Open and close the reception area in line with practice procedures.
• Maintain a tidy and welcoming waiting area, keeping information leaflets and displays up to date.
• Covering both Admin. and Dispensary desks as required

• Have a thorough knowledge of all practice procedures and carry them out accurately.
• Book, amend, and cancel patient appointments, ensuring efficient use of clinician time.
• Record and prioritise requests for home visits in line with practice protocols.
• Register new patients on SystemOne, ensuring correct identification procedures.
• Process and scan incoming correspondence, reports, and results into the correct patient record.
• Manage patient referrals, insurance reports, and related correspondence.
• Carry out start and end-of-day procedures as appropriate.
• Support recall systems by sending invitation letters and reminders.
• Assist with administrative tasks during practice clinics (e.g. flu or COVID campaigns).
• Recall systems
• Send out patient invitation letters as required.

• Assist other Practice colleagues when necessary.
• Handle all telephone enquiries as appropriate.
• Photocopy patient notes for solicitors and insurance companies in accordance with GDPR regulations ensuring appropriate consent is gained.
• Use the clinical system tasks as per Practice procedures.

• Communicate effectively, promptly and courteously with patients, carers, relative and Practice suppliers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.
• Communicate appropriately and accurately with colleagues outside the Practice and with due reference to the common law of confidentiality and GDPR and the Data Protection Act. Immediately inform a member of staff if a patient appears ill or if their behaviour causes concern (including correct use of Emergency/Collapse/Security protocols).
• Be aware of child protection issues and communicate concerns in accordance with Practice protocols.

• Participate in appraisals and ongoing training to maintain skills and knowledge.
• Contribute ideas for improving practice systems and patient experience.
• Support team members and promote a culture of continuous improvement.
• Participate in audits and quality checks as required.

• Comply with all practice policies, including Health & Safety, Infection Control, Equality & Diversity, and Confidentiality.
• Identify and report potential risks or hazards within the workplace.
• Contribute to maintaining a clean, safe, and effective working environment.
• Remain security-aware at all times, reporting any suspicious activity to management.

• Minimum 1 year of administrative experience in a GP surgery
• Excellent communication and customer service skills
• Ability to work as part of a busy and supportive team
• Strong attention to detail and confidentiality awareness

• Experience using SystmOne clinical system
• Experience with patient referrals and recall systems
• Knowledge of NHS policies and protocols
• GCSEs or equivalent qualifications

• Company pension scheme
• Free on-site parking
• Supportive, friendly working environment

Essential

• Customer Service
• Administrative Experience
• Typing skills
• Phone Etiquette
• Organisation Skills
• Strong communicator
• Calm and professional manner

Desirable

• Experience of using Systmone
• GP surgery experience