Job Summary
A fantastic opportunity has arisen for 2 part time or full time Receptionists/Administrators to join our growing team at Trinity Medical Centre, where our patient list size is approximately 5,400. Our working hours are between 8am and 6:30pm Mon-Friday (hours negotiable).
We Are Looking For Someone Who Is:
* Caring and understands the importance of good service delivery
* Enthusiastic and self-motivated
* A good team player who can support and work alongside colleagues
* Familiar with the day to day working within a GP Practice
* Confident in the use of IT and technology
Main duties of the job
* Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
* Deal with all general enquiries, both face to face and by telephone and have the ability to explain processes and procedures
* Ensure patients are kept informed and receive the best possible service
* Prioritising own workload and resources by effective time management
* Undertaking assigned tasks, including patient liaison, document processing, updating records, stock control
* Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
* Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt and appropriate delivery.
* Prioritise patient appointments/home visits and liaising with the Duty Doctor when necessary
* Action all repeat prescriptions either electronically or manual as per the written protocol
* Advise patients of relevant charges for private (Non GMS) services, accept payment and issue receipts for the same
* Administration of non-NHS Services such as medicals, copies of records for insurance purposes
* Premises: Open and Close
* Ensure patients are registered accurately and in timely manner
* Provide cover for colleague absences, sickness or annual leave when requested
About Us
Trinity Medical Centre is a well established dispensing practice and has been serving the local community for over 25 years. We have 3 GP Partners, 1 Salaried GP, 1 Advanced Nurse Practitioner, 1 Nurse Prescriber and 1 Healthcare Assistant. Our Dispensing Technician provides a dispensing service and advice to our dispensing patients. Our strong comprehensive Administrative and Reception Team offer support to our clinical team. We are very patient focused and feedback via the Friends and Family Test and the GP Patient Survey is extremely positive. Working with Keele Medical School, we take medical students on placement annually, playing a part in the training and education of our future doctors.
Details
Date posted 27 October 2025
Pay scheme: Other
Salary: Depending on experience
Contract: Permanent
Working pattern: Full-time, Part-time
Reference number: A2919-25-0001
Job locations: Uttoxeter Road, Blythe Bridge, Stoke-on-Trent, ST11 9HQ
Job Description
Job responsibilities
* Job Title: Receptionist/Administrator
* Hours: 2 vacancies - part time or full time
* Accountable to: GP Partners & Practice Manager
* Reports to: Practice Manager /Receptionist Team Leader
* Location: Trinity Medical Centre
* To receive, direct and assist our patients in accessing the appropriate healthcare service in a professional and courteous way, providing general administrative assistance to the practice efficiently and effectively and act as a focal point of communication between patients, doctors and other clinical and non-clinical staff.
* Main Duties & Responsibilities:
* Duties and responsibilities will include the following and may vary from time to time depending on the evolving workload and staffing levels.
* Greet patients and visitors attending the surgery in an appropriate and professional manner at all times
* Run the surgery appointment system efficiently to ensure patients are directed to the most appropriate healthcare professional and setting
* Communicate with patients, relatives and carers using all methods available including telephone, face-to-face, text messages and e-mails
* Process in person, by telephone and e-mail general enquiries ensuring accuracy of detail in all messages and ensuring these are actioned as necessary
* Action all practice tasks and workflow comments daily in accordance with the practice guidelines
* Explain practice arrangements and formal requirement to new patients and those seeking temporary cover and ensure procedures are completed
* Process deduction of patients and receipt of medical records for newly registered patients
* Liaise with hospital departments and consultants/secretaries for additional information and test results as required
* Action repeat prescription requests and ensuring they are ready for collection by the patient within 48 hours
* Inform patients of relevant charges for Non-NHS services, accept payment and issue receipts for same
* Update patient details to ensure correct and accurate details are held, i.e. correct address and telephone number
* Accurately scan and attach clinical and administrative information/correspondence onto patients records
* Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
* Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
* Issue correct and appropriate specimen containers and forms and ensure the correct information is obtained and completed on return of the specimen
* Raise service requests with members of the wider healthcare team including District Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other services
* Maintain supplies of stationery in consulting rooms and reception area
* Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients
* When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated
* Ensure that the reception area is tidy at the end of each surgery session in preparation for incoming colleagues
* Organise the reception and waiting areas maintaining a tidy work area and a professional appearance of patient leaflets and notice boards
* Provision of refreshments as required, keeping kitchen area clean & tidy and ensuring all dishes are washed
* Undertake any other additional duties appropriate to the post as requested by The Partners or the practice manager
OTHER DUTIES & RESPONSIBILITIES
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 respect their privacy and act appropriately. All information gained during employment relating to practice business, patients and their carers, practice staff or other healthcare workers must remain confidential at all times. Information relating to patients, carers, colleagues, other healthcare workers 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 data and sensitive data. Take responsibility for the coordination of procedures to safeguard confidentiality.
Health & Safety: To Assist In Promoting And Maintaining Health, Safety And Security As Defined In The Practice Health & Safety Policy To Include: Using personal security systems within the practice according to practice guidelines; Identify risks involved in work activities and undertaking such activities in a way that manages those risks; Make effective use of training and up-date knowledge and skills; Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards; Report potential risks identified.
Equality and Diversity: Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation; Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues; Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal/Professional Development: Participate in any training programme implemented by the practice including Statutory and Mandatory training as required; Participation in an annual performance review; Responsible for maintaining a record of own personal and/or professional development; Responsible for own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work; Maintain quality within the practice; Alert other team members to issues of quality and risk; Assess own performance and take accountability for own actions, either directly or under supervision; Contribute to the effectiveness of the team by reflecting on own and team activities; Make suggestions on ways to improve and enhance the teams performance; Work effectively with individuals in other agencies to meet patient needs; Effectively manage own time, workload and resources.
Communication: Recognise the importance of effective communication within the team; Communicate effectively with all visitors to the practice; Recognise peoples needs for alternative methods of communication and respond accordingly; Contribute to the implementation of services; Apply practice policies, standards and guidance; Discuss with other members of the team how these affect own work; Participate in audits; Make suggestions and recommendation of how to change/improve services provided. Please note that as a member of the practice team, you should: Implement maximum flexibility of work to maintain a high level of efficiency, i.e. working in any area of the practice if requested to do so, according to the needs of the practice; Comply at all times to the Staff Contract, Standard Operating Procedures and any other practice rules and procedures, including CQC policies, Data Protection and GDPR.
Working Environment: The role will usually be based within the practice; however a temporary transfer or secondment may be required to other parts of the practice or alternative locations in case of an emergency or if the needs of the practice or PCN require. This job description is not intended to be an exhaustive list of all the tasks you will ever be expected to do, it is merely a guide to the main ones. The Practice Manager may well allocate other tasks to you from time to time and they will be discussed with you at the time.
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: Trinity Medical Centre, Uttoxeter Road, Blythe Bridge, Stoke-on-Trent, ST11 9HQ. Website: https://www.trinitydrs.co.uk/
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