Recruitment for Reception Staff

Job Title: Receptionist

Location: Wembley Centre for Health and Care, 116 Chaplin Road, Wembley, HA0 4UZ

Line Manager to: Reception Supervisor

Accountable to: Practice Manager  

HOURS: 25 hours per week (5 hrs per day)

Annual Salary: £15210 - £15600

Annual Leave: 20 days’ pro-rota

Job Summary:  

It is the responsibility of each receptionist to assist in the smooth running of the Practice in general, and the reception area in particular, and to project a positive and friendly image to our patients and other professionals who may contact us in person or via the telephone.   

  • To facilitate patients accessing the clinical care provided by the practice.  

  • To support the clinical staff in providing that care.  

  • To act as the first point of contact for anyone accessing the practice.  

  • Accountable to: General Practitioners (for medical matters) Practice or Assistant Manager (for all other issues)  

 

KEY RESPONSIBILITIES:   

  • Ensure that all visitors and telephone callers to the practice are greeted professionally.  

  • Ensure all telephone calls are managed appropriately.  

  • Manage the flow of patients arriving at the reception desk, for appointments, prescriptions or queries.  

  • Ensure the clinical staff receive medical records as requested.  

  • Ensure that repeat prescriptions are generated accurately and efficiently, within the 48 hours specified by the practice.  

 

KEY TASKS:  

Reception duties:  

  • Greeting and booking in patients for surgeries and clinics.  

  • Dealing with patient enquiries efficiently and courteously.  

  • The receiving and recording of telephone messages taking appropriate action.  

  • Making appointments on EMIS, by processing appointment requests for today, future appointments from patients in person and on the telephone.  

  • Restoring the telephone service in the morning and checking for any messages.  

  • Dealing with all telephone queries/requests from patients, and acting as liaison with the Doctors/Nurses as necessary. Pulling and filing medical records as necessary.  

  • Processing repeat prescriptions and filing for collection within 48 hours.  

  • Taking home visit requests. 

  • Advising patients of relevant charges for private services.  

  • Receiving specimens from patients ensuring all their details have been recorded whilst following Health & Safety policy.  

  • Tidying waiting room after surgery, ensuring premises are kept tidy between visits from the cleaning staff. 

Administration duties:  

  • To have a thorough knowledge of all practice policies and procedures.  

  • To work in accordance of written protocols.  

  • Provide administrative support for clinical staff.  

  • Filing patient records and correspondence when necessary.  

  • Opening and distribution or practice post.  

  • Registering new patients following the Registration Protocol.  

  • Scanning of documents onto the medical system. All scanning should be done daily.  

  • To send letters to patients as necessary.  

  • Changing details on EMIS i.e. Change of address, telephone numbers etc.  

 

Other Information:  

  • Cover for other Reception team members may be required for sickness and annual leave.  

  • Ensuring building security/premises at the end of the day and ensure the building is totally secured, internal lights off and alarm activated.  

  • To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice.  

 

About you:

  • Present a professional and courteous manner at all times. Confidentiality and discretion are paramount in handling patient information.

  • Strong verbal and written communication skills to effectively interact with patients, healthcare professionals, and other staff members. Ability to communicate complex information clearly and empathetically.

  • Responsible for managing appointments, patient records, and various administrative tasks. Strong organisational skills and attention to detail to maintain an efficient workflow.

  • A patient-focused approach and the ability to remain calm and composed under pressure. Genuine interest in helping people and providing a positive patient experience.

  • Competence in using computer systems and software, including electronic health records (EHR) systems. Familiarity with NHS systems is an advantage.

  • Work collaboratively with other team members, contributing to a supportive and cohesive work environment.

  • Multi-lingual (particularly Hindi/Gujarati) would be beneficial

  • Handle unexpected issues and find solutions quickly and efficiently.

  • Previous experience in a similar role within a healthcare setting is preferred but not essential. Training will be provided for the right candidate.

    • Willingness to work flexible hours, including early mornings, evenings, and weekends, as required by the practice's operational needs.

       

      Purpose Statement

      To help everyone play their role in nurturing a healthy community 

       

      Core Values 

      Teamwork 

      Innovation 

      Education 

      Respect 

For additional information please reach out to Seema Ussene (Practice Manager) at seema.ussene@nhs.net

Register With Us