Job Summary
Our long established surgery has a good reputation thanks to the compassionate and professional staff that work here and we take pride in the service we offer our patients. We make their care our first priority. Being a small surgery we get to know our patients well and because of that they are very loyal. Working with us you will be challenged daily, faced with issues to resolve and occasionally some uncomfortable people so you will need to have the skillset to manage these situations. It is a big job both stimulating and exciting and will provide a great sense of achievement for anyone who is looking to be part of a happy committed team who enjoys helping others.
About Us
We are a practice of 3 doctors, 2 nurses and a healthcare assistant. We are a training practice so every year we have 2 newly qualified doctors who work alongside our 2 partners and can learn from their experience. Our 4 reception staff all work on shifts and support each other in all areas of the work. Everyone helps out and you will be required to cover holidays and sickness where needed. The atmosphere is friendly and welcoming and staff are valued for their input and ideas.
Details
* Date posted: 06 January 2026
* Pay scheme: Agenda for change
* Band: Band 2
* Salary: Depending on experience
* Contract: Fixed term
* Duration: 1 years
* Working pattern: Full‑time
* Reference number: A5455‑26‑0000
* Job location: 25 Grove Park Terrace, London, W4 3JL
Job Description
Main Duties as Receptionist
* Opening/closing of surgery
* Greeting all patients in a friendly manner whether on the phone or in person helping them access the appropriate clinician
* Book in, amend and cancel patient appointment in line with practice appointments procedures ensuring optimum efficiency of the appointment system
* Advise patients of relevant charges for private services, accept payment and issue receipts for same.
* Managing all enquiries from other healthcare professionals
* Maintain patient confidentiality at all times
* Email management
* Filing prescriptions and notes
* Logging samples
* Scanning incoming correspondence onto patients notes
* Explaining to potential new patients our registration requirements
* Registering temporary and permanent patients
* Dealing with deliveries and alerting relevant clinical staff
* Filing of records
* Admin tasks – insurance forms, referrals from other surgeries for minor surgery and diabetes, incoming and outgoing post
* Organising interpreters
* Hospital Transport
* Printing surgery forms for repeat scripts, samples, registration docs
* Recording vaccine fridge readings
* Shredding confidential documents
* and generally supporting our team of nurses and doctors.
Main Duties as Administrator
* Electronic letters, processing and forwarding to doctors (PCN pharmacists where possible)
* Managing all miscellaneous, admin, referrals discharge notices, online requests from patients such as amending their access rights
* Processing Incoming diabetes referrals and booking appointments
* Accepted referral
* Ended referral
* Electronic Correspondence
* Actioning directives from PCN pharmacists
* Processing all links – amendments, deductions, registration confirmations, contacting patients who have been deducted for no apparent reason, contacting patients who have been given P69 classification
* Rota management
* Creating for for all clinicians
* Management of all slot types – creating new and editing existing
* Creating user message templates for SMS
* Appointment messaging
* Creating message templates
* Updating messaging templates in Sys 1 and also on patient facing side of Systm 1
* Vaccination claims – Running report
* Completing forms
* Sending off claims monthly
* Keeping record of scrips sent
* Managing letters folders
* Monitoring and disposing of letters more than 3 months old
* Contacting patients who have not collected their letter
* Banking
* Recording all payments taken
* Balancing the cash
* Milk expenses
* Recording all payments to staff for milk and reimbursing
Admin Manager Tasks
* Accurx and Patchs
* Setting up all users and logins
* Notice boards
* Keeping messaging up to date on notice boards in waiting room and behind reception
* Managing stationary stocks
Creating Procedures to Improve Daily Operations
* Banking record
* Registration log
* Inward referral forms
* Templates in Docs folder on shared drive
* Insurance claims
* Creating invoices, managing payments and sending reports out by special delivery to Insurance companies
* Patient Record request fulfillment
* Logging all requests for patients records from claims companies, exporting the record from Sys 1 and sending out by post/email
* Practice meeting
* Taking notes and typing up
* Filing on shared drive
* Notifying everyone on News at 25 when it has been filed
* Managing Street exemption scheme for car users
* Communicating with Hounslow Street Schemes for new car registrations
* Managing patient issues with their online access
* Ordering free PPE – Monitoring apron, glove and mask stocks and ordering online as needed
* PCSE
* Ordering record bags
* Requesting labels for patients who are no longer with the surgery
* New registration form pads
* Prescription forms
* Communicating with them over rejected registrations
* Managing registrations – Specifically monitoring patients that don’t get fully registered and following up with PCSE
* Filing of forms
* Door signage – Creating and updating where necessary
* Supplementary tasks
Support to Practice Manager With Line Management of Reception
* Providing leadership and guidance for all reception staff including:
* Overseeing reception activity and systems
* Resolving Systm 1 access issues for staff
* Call board
* Solving connection issues
* Communicating with Envisage to give remote access
* Soundreef – Connecting to speaker issues, logging in to music, managing the Soundreef account
* Scanning – Dealing with all scanning issues (regular basis)
* Deductions – Overseeing 2 staff who now do this between, them answering all their queries over individual patients, locating notes and documenting
* Supporting all staff with their online logins to and use of services: Patches, E learning, Accurx, Card machine, Managing all aspects of the operation and connection issues, Ordering refill rolls, PC hardware connection issues, Evaluating problems and restoring function, Managing printer properties on all printers – selection of trays, etc;
* Training staff on all practice processes including:
* Letter management
* Receipts process
* Filing of registration forms
* Patient registration log
* Filing
* Calculating staff holidays
* Using NHS guidelines to assess what each member of staff is due
* Creating new spreadsheets for each year and updating with new information
* Installation of new software within the practice – Econsult, Push doctor, Accurx, Patchs, Erica Study
* Troubleshooting hardware issues – PCs, External doors, Fridge, Shredder, Printers, Arranging disposal of old hardware and requesting new when any piece has permanently failed
Person Specification
Experience – Essential
* Experience of using SystmOne
* Experience of dealing with vulnerable patients
* Experience of call handling
Experience – Desirable
* Experience of working in primary care at a GP practice
* Experience of using Microsoft office packages and able to use Outlook
Knowledge and Skills – Essential
* Good interpersonal and communication skills
* Able to multi task
* Decision maker
* Flexible
Knowledge and Skills – Desirable
* Good IT skills
* Awareness of phone systems
* Good spoken English
Employer Details
* Employer name: Grove Park Terrace Surgery
* Address: 25 Grove Park Terrace, London, W4 3JL
* Employer website: https://www.groveparkterracesurgery.co.uk/
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