Maybury Surgery is seeking a friendly, organised, and professional Administrator/Receptionist to join our dedicated team. This is a frontline role, critical to the smooth operation of the surgery and to providing high-quality care and support to our patients. The successful candidate will be the first point of contact for patients and will play a key part in ensuring a welcoming, efficient, and confidential service.
Main duties of the job
Greet and assist patients and visitors in a polite, courteous, and professional manner, both in person and over the phone.
Manage appointments, bookings, and patient records using our clinical system (EMIS Web)
Handle incoming and outgoing communications, including phone calls, emails, post, and prescription requests.
Maintain and update patient information in line with confidentiality and GDPR regulations.
Provide administrative support to the clinical and management team, including scanning, filing, data entry, and correspondence.
Process repeat prescriptions accurately and in a timely manner.
Support the management of clinics and appointment schedules.
Handle queries and complaints professionally, escalating when necessary.
Contribute to a team-focused environment and support colleagues during busy periods.
About us
We are a small surgery with a single handed GP. We have a small team of 2 nurses, 1 HCA and 3 clinical pharmacists. With an assistant manger and a practice manager. Our patient demographic is very diverse.
Job responsibilities
Reception Duties:
Welcome patients and visitors in a courteous and efficient manner.
Answer telephone calls promptly, directing calls or taking accurate messages as required.
Book, amend and cancel appointments using the clinical system accurately.
Manage patient check-in process and monitor waiting area to ensure smooth patient flow.
Handle patient queries in person, by telephone, or email, maintaining a helpful and respectful approach at all times.
Administrative Duties:
Maintain and update patient records in accordance with data protection regulations (GDPR).
Process and prepare repeat prescriptions in line with practice procedures.
Open, sort, and distribute incoming mail and ensure timely processing of outgoing correspondence.
Scan and file clinical correspondence and documents to patient records.
Provide administrative support to clinicians and management, including typing letters, reports, and general clerical tasks.
Assist with patient registration, deductions, and change of details.
General Responsibilities:
Work collaboratively with the wider team to ensure efficient and effective service delivery.
Maintain patient confidentiality at all times and follow the practices information governance policies.
Handle patient concerns or complaints professionally and escalate where necessary.
Participate in staff meetings, training sessions, and appraisal processes as required.
Contribute to a culture of continuous improvement and uphold practice policies and procedures.
Person Specification
Qualifications
* GCSE A to C in English and maths
* N/A
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.
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