North Staffordshire GP Federation c/o Meir Park and Weston Coyney Medical Practice
Job Title: Medical Receptionist
Responsible To: Assistant Practice Manager
Accountable To: Practice Manager
Hours: 16 hours per week
Monday - 08:30 - 14:30
Wednesday - 08:30 - 13:30
Friday - 08:30 - 13:30
Salary: £12.21 per hour
Closing date: 13th October 2025
Job Summary:
As a member of the Multi-Disciplinary Team, the post holder will be responsible for the main reception area within the Service, as directed by the Practice Manager. You will provide a prompt, courteous service to all patients, visitors, and members of the clinical team, both face to face and over the telephone.
The role of Receptionist will be required to work at our surgeries based in Meir Park and Meir Primary Care Centre. There may also be the requirement to cover other shifts supporting our other services at Basford and other locations across the North Staffordshire area (Longton, Bradwell, Biddulph, Cheadle, Shelton and Werrington). Therefore, a driving licence and use of own car is essential.
Receptionists are the first point of contact for patients both by telephone and arriving for their appointment. Hours of work will be between 8am and 6.30pm Monday to Friday and there may also be the requirement to work the occasional Saturday. Our services operate between 8.30am and 6.30pm, 5 days per week. There may be on occasion the requirement to work to support our wider Federation services until 8pm.
Successful candidates must be excellent communicators with the ability to offer a first-class level of customer service to all patients and staff across our service. Confidentiality is paramount, along with the ability to work with people from a diverse range of backgrounds. You will have experience of working in a busy reception or office environment, be able to prioritise your workload and stay calm under pressure.
The role currently involves some administration work which may change and adapt in line with the service requirements.
Principal Duties and Responsibilities: -
* Receive all patients and visitors to the practice in a pleasant efficient manner, ensuring they are booked in and that the appropriate person is notified of their arrival.
* Answer the telephone promptly and deal with enquiries in a helpful and courteous manner, taking messages where appropriate and passing them on accordingly.
* Book and schedule patient appointments using the electronic booking system, ensuring that their confidentiality is maintained at all times.
* Accepting and handling prescriptions, letters, forms and specimen bottles/containers.
* Perform receptionist duties as required by the Operations Manager and Practice Manager.
* Registering new patients, temporary residents, emergency patients and those requiring immediate treatment.
* Following up results and referrals with the hospital.
* Ordering ambulances both routine and emergency.
* Dealing with computer problems – contacting IT and Emis when needed.
* Supporting the clinicians.
* Working with Excel.
* Ensure the consultation rooms are ready for the GP / Nurse to commence their session, including any equipment they require is taken out of storage and put in the room and then locked away again at the end of the session.
* To ensure that efficient systems are in place for the maintenance of all records in accordance with Statutory and Company procedures.
* Observe patients in the waiting area and ensure the smooth running of the reception area and waiting area, ensuring the area is kept safe and tidy.
* Ensure all correspondence is efficiently processed.
* Ensure that the filing system is maintained accurately and promptly.
* Support the Management Team in all areas of public relations.
* Any other duties applicable to the post that may arise.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
Person Specification: Medical Receptionist
CRITERIA - Qualifications / Training
ESSENTIAL: -
* GCSE English and / or Maths at grade C or above.
DESIRABLE: -
* Further education qualification such as A levels, NVQ level 2 or above, degree etc.
* Customer Service Training or formal reception training.
CRITERIA - Experience
ESSENTIAL: -
* Relevant reception or administration experience within a busy office environment.
* Dealing with a wide range of people from different backgrounds.
DESIRABLE: -
* Experience gained in a healthcare setting.
CRITERIA - Skills & Knowledge
ESSENTIAL: -
* Sensitivity and empathy with people from different backgrounds.
* Good standard of literacy and numeracy.
* Ability to work without close supervision.
* Able to work as part of team.
* Able to prioritise workload.
* The ability to exercise judgement when dealing with patient enquiries /problems.
* Excellent communication and interpersonal skills.
* Resilient and Calm under pressure.
* Excellent Computer skills.
DESIRABLE: -
* An understanding of Primary Care or NHS services.
CRITERIA - Other Factors
ESSENTIAL: -
* Driving licence and use of a vehicle for work purposes OR the willingness to travel between Hubs.
* An understanding of the need to maintain confidentiality at all times and to respect patient privacy.
* Able to provide advice and information in a polite and courteous manner.
* Ability to complete tasks to deadlines and to a specified standard.
* Ability to be flexible in approach to work and possibly work at different hubs across North Staffordshire.
NOTE: The above criteria will be assessed via your CV and covering letter /personal statement initially and then further explored if you are successful in securing an interview. Therefore, please ensure that you address all of the essential criteria in your covering letter / personal statement.
Other Conditions
Criminal Records Disclosure
It is a requirement of this position that a Criminal Records Disclosure from the Disclosure and Barring Service is undertaken.
Confidentiality
The post holder is required to maintain the highest levels of confidentiality, particularly that relating to patients and staff and so must not share or discuss any information that they are privy to within their role with anyone outside of the organisation. All employees are subject to the restrictions set out by the General Data Protection Regulation and Data Protection Act and must not only maintain strict confidentiality in respect of patient and staff records, but the accuracy and integrity of the information contained within.
The post holder must not at any time use personal data held by the North Staffordshire GP Federation for any unauthorised purpose or disclosure such as data to a third party. You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of the North Staffordshire GP Federation, unless expressly authorised to do so by a member of the Management Team. Further guidance on confidentiality is contained within our Confidentiality Policy.
Education and Training
Personal continuing professional development is encouraged and an annual appraisal system is in place to discuss CPD and ongoing objectives.
Equal Opportunities
The post holder is required at all times to carry out responsibilities with due regard to the Equalities Act and our in-house Equality and Diversity Policy and to ensure that staff and patients receive equal treatment.
Health and Safety
As an employee of the North Staffordshire GP Federation, the post holder has a duty under the Health and Safety at Work Act 1974, to: -
* Take reasonable care of the health and safety of themselves and all other people who may be affected by their acts or omissions at work.
* Co-operate with their employer to ensure compliance with Health and Safety legislation and the Health and Safety policies and procedures of the treatment centre, not intentionally or recklessly interfere with, or misuse, anything provided in the interests of health, safety, or welfare, in pursuance of any of the relevant statutory provisions.
Risk Management
All members of staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken.
This list of responsibilities is by not exhaustive, and the post holder may be required to undertake other relevant and appropriate duties as reasonably required.
Job Type: Part-time
Pay: £12.21 per hour
Expected hours: 16 per week
Education:
* GCSE or equivalent (preferred)
Experience:
* reception or administration: 1 year (preferred)
Work Location: In person