Job summary
Wellington Practice is a small friendly surgery based at Aldershot Centre for Health in Hampshire (GU11 1AY).With almost 6,500 and rising, registered patients we are a busy yet supportive team who work closely together to ensure we deliver an excellent service to our patients.
Our Patient Services Coordinators are not just our first point of contact. They provide support to our clinical team, and they are involved in a wide variety of medical admin duties that include workflow, prescriptions, pathology and liaison with our care homes, multidisciplinary teams plus more.
As an experienced Patient Services Coordinator, we would expect you to demonstrate a professional telephone manner, excellent IT and communication skills and a commitment to promoting and delivering excellent patient centred services.
We try to keep to a fixed reception shift pattern at Wellington which could involve working one evening a week until 19:00 and/or a Saturday on a rota basis.Generally, this would be a Saturday as well.We want to interview experienced candidates who are looking for 27-30 hrs per week with agreed fixed days/shifts.Flexibility is amustto cover for your team colleagues when absent as well as extra demands placed on the service. We offer competitive rates of pay, annual leave and automatic membership to the NHS Pension Scheme.
Main duties of the job
Open and closing the reception area, consulting rooms and all other rooms
an effective and efficient reception service is provided to patients
Book and cancel appointments
telephone calls as required.
take messages, ensuring accuracy of detail and prompt appropriate delivery.
Communicating & liaising
Explain registration process to new patients
Advise patients of relevant charges for private services
Process requests for repeat prescriptions
Filing scanning and workflow
Ensure that the waiting area is tidy at all times
Be able to cover all reception duties in the case of staff absence
Care Navigation and Signposting to services
Above all, the ability to communicate verbally and on the telephone to patients and health professionals
About us
We are a GP Practice that is growing in our list size. We are now at 6,500 patients yet three years ago we were 3,200 so this reflects the growth of the population in Aldershot which is under regeneration. We occupy a multi health service health centre. There is a public car parking onsite. We are a small team of GP,s nurses and support staff with associated PCN staff who support practices in Aldershot. We are busy but we are friendly and supportive.
Details Date posted
11 July 2025
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A3206-25-0001
Job locations
Aldershot Centre For Health
Hospital Hill
Aldershot
Hampshire
GU11 1AY
Job description Job responsibilities
Open and closing the reception area, consulting rooms and all other rooms in use during the normal working day
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
Booking and cancelling appointments
Receive and make telephone calls as required. Transfer calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
Communicating and liaising with the Clinical Team
Explain practice arrangements and formal requirements to new patients wishing to register.
Advise patients of relevant charges for private services, accept payment and issue receipts.
Accepting requests for repeat prescriptions and process as required.
Taking messages, requests and records/ pass information accurately
Filing, scanning & workflow, photocopying sorting post,
Ensure that the Waiting area is kept clean and tidy at all times.
Be able to cover all reception duties in the case of sickness and annual leave, as necessary
Administration
To have a thorough knowledge of all Practice procedures.
To work in accordance of written protocols
Attend staff meetings and training as required
Scanning & Workflow - ensure correspondence, reports, results etc are filed promptly and in the correct records.
Action tray to be cleared daily
Shredding of scanned letters & prescription requests
To check Doctors have a supply of Forms & Booklets in their rooms Appointments
Process appointment requests for today and book future appointments from patients by telephone and in person.
Enter requests for home visits into the Doctors diary, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor. Liaise with Paramedic home visiting service when required.
Computer
Use of EMIS Web clinical system ensuring all access is relevant, accurate and appropriate.
Process repeat prescription requests in accordance with practice guidelines.
Ensure computer updates are install and the PCs are logged off before leaving the surgery in the evening.
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.
Job description Job responsibilities
Open and closing the reception area, consulting rooms and all other rooms in use during the normal working day
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
Booking and cancelling appointments
Receive and make telephone calls as required. Transfer calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
Communicating and liaising with the Clinical Team
Explain practice arrangements and formal requirements to new patients wishing to register.
Advise patients of relevant charges for private services, accept payment and issue receipts.
Accepting requests for repeat prescriptions and process as required.
Taking messages, requests and records/ pass information accurately
Filing, scanning & workflow, photocopying sorting post,
Ensure that the Waiting area is kept clean and tidy at all times.
Be able to cover all reception duties in the case of sickness and annual leave, as necessary
Administration
To have a thorough knowledge of all Practice procedures.
To work in accordance of written protocols
Attend staff meetings and training as required
Scanning & Workflow - ensure correspondence, reports, results etc are filed promptly and in the correct records.
Action tray to be cleared daily
Shredding of scanned letters & prescription requests
To check Doctors have a supply of Forms & Booklets in their rooms Appointments
Process appointment requests for today and book future appointments from patients by telephone and in person.
Enter requests for home visits into the Doctors diary, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor. Liaise with Paramedic home visiting service when required.
Computer
Use of EMIS Web clinical system ensuring all access is relevant, accurate and appropriate.
Process repeat prescription requests in accordance with practice guidelines.
Ensure computer updates are install and the PCs are logged off before leaving the surgery in the evening.
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.
Person Specification Experience Essential
* GCSE Grade A to C or equivalent
* Experience of working with the general public
* Excellent communication skills (written and oral)
* Strong IT skills
* Clear, polite telephone manner
* Competent in the use of Office and Outlook
* EMIS SystmOne Vision user skills
* Effective time management eg planning and organising
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* Polite and confident
* Flexible and cooperative
* Motivated
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
* Forward thinker
* High levels of integrity and loyalty
Desirable
* Experience of administrative duties
* Experience of working in a healthcare setting ie GP Practice
* Experience of EMIS and Docman
Qualifications Essential
* GCSE Grade A to C or equivalent
* Experience of working with the general public
* Excellent communication skills (written and oral)
* Strong IT skills
* Clear, polite telephone manner
* Competent in the use of Office and Outlook
* EMIS SystmOne Vision user skills
* Effective time management (planning and organising)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* Polite and confident
* Flexible and cooperative
* Motivated
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
* Forward thinker
* High levels of integrity and loyalty
Desirable
* Experience of administrative duties
* Experience of working in a healthcare setting especially GP Practice
* Experience of EMIS and Docman
Person Specification Experience Essential
* GCSE Grade A to C or equivalent
* Experience of working with the general public
* Excellent communication skills (written and oral)
* Strong IT skills
* Clear, polite telephone manner
* Competent in the use of Office and Outlook
* EMIS SystmOne Vision user skills
* Effective time management eg planning and organising
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* Polite and confident
* Flexible and cooperative
* Motivated
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
* Forward thinker
* High levels of integrity and loyalty
Desirable
* Experience of administrative duties
* Experience of working in a healthcare setting ie GP Practice
* Experience of EMIS and Docman
Qualifications Essential
* GCSE Grade A to C or equivalent
* Experience of working with the general public
* Excellent communication skills (written and oral)
* Strong IT skills
* Clear, polite telephone manner
* Competent in the use of Office and Outlook
* EMIS SystmOne Vision user skills
* Effective time management (planning and organising)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* Polite and confident
* Flexible and cooperative
* Motivated
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
* Forward thinker
* High levels of integrity and loyalty
Desirable
* Experience of administrative duties
* Experience of working in a healthcare setting especially GP Practice
* Experience of EMIS and Docman
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
Wellington Practice
Address
Aldershot Centre For Health
Hospital Hill
Aldershot
Hampshire
GU11 1AY
Employer's website
http://www.wellingtonpractice.co.uk/ (Opens in a new tab)
Employer details Employer name
Wellington Practice
Address
Aldershot Centre For Health
Hospital Hill
Aldershot
Hampshire
GU11 1AY
Employer's website
http://www.wellingtonpractice.co.uk/ (Opens in a new tab)
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