Reception/administratorNHS

Job summary

We are looking for a friendly, organised and motivated Receptionist and Administrator Document Workflow to join our team. This is an important role within the practice, providing an efficient and welcoming reception service while supporting the smooth and accurate processing of clinical and administrative documents.

The successful candidate will be confident communicating with patients, colleagues and healthcare professionals, with excellent attention to detail and the ability to manage a busy and varied workload. You will be responsible for handling incoming correspondence, processing and allocating documents appropriately, maintaining accurate records and ensuring information is dealt with promptly and confidentially.

You will also provide day-to-day administrative and reception support, helping to ensure patients receive a professional and positive experience. We are looking for someone who is reliable, approachable and able to work effectively both independently and as part of a wider team.

If you are organised, conscientious and enjoy working in a patient-focused environment, we would welcome your application.

Main duties of the job

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• Provide a friendly, professional and efficient reception service to patients and visitors.
• Manage incoming telephone calls, enquiries and patient requests appropriately.
• Process, scan, read, code and workflow incoming clinical and administrative documents.
• Ensure correspondence is accurately directed to the appropriate clinician or team for action.
• Maintain accurate and confidential patient records in accordance with NHS policies and procedures.
• Provide general administrative support to the practice team.
• Liaise with clinicians, patients and external organisations as required.
• Prioritise and manage workload effectively, ensuring tasks are completed within required timescales.
• Follow information governance, confidentiality, safeguarding and health and safety procedures.
• Work collaboratively with colleagues to support the smooth and effective running of the service.

Job description

• Provide a welcoming, professional and courteous reception service to patients, visitors and healthcare professionals.
• Deal with face-to-face, telephone and electronic enquiries in an appropriate and timely manner.
• Process incoming clinical correspondence, letters, reports, referrals and other documentation.
• Scan, upload, accurately identify and allocate documents to the appropriate patient record and clinician/team.
• Review incoming correspondence and ensure documents requiring action are appropriately workflowed in line with practice procedures.
• Maintain accurate and up-to-date patient records, ensuring information is handled securely and appropriately.
• Support clinicians and administrative staff with document management and other administrative tasks.
• Handle sensitive and confidential information in accordance with NHS information governance and data protection requirements.
• Liaise with hospitals, community services, pharmacies, patients and other healthcare organisations where appropriate.
• Monitor outstanding administrative tasks and escalate issues where necessary.
• Ensure urgent or clinically significant correspondence is brought to the attention of the appropriate member of the clinical team in accordance with local procedures.
• Maintain a good understanding of practice systems and undertake relevant training as required.
• Assist with general administrative duties, filing, photocopying, scanning and data entry.
• Follow practice policies and procedures relating to confidentiality, safeguarding, health and safety and infection prevention and control.
• Work flexibly and collaboratively with colleagues to ensure an efficient and patient-centred service.

About us

We are a multidisciplinary NHS General Practice providing comprehensive primary care services to our registered patient population. The practice operates with a diverse and experienced clinical and administrative team, working collaboratively to provide safe, effective, and patient-centred care.

Our clinical team consists of 4 GP Partners, 2 Salaried GPs, 3 Advanced Nurse Practitioners (ANPs), 3 Practice Nurses, 2 Healthcare Assistants (HCAs), 2 Clinical Pharmacists, 1 Pharmacy Technician, 1 Paramedic, 1 Mental Health Practitioner, 1 Paediatric Specialist Practitioner, 1 Practice Manager, 1 Digital and Practice Manager (DPM), and 1 Care Coordinator.

The practice is supported by a strong administrative team comprising 4 Medical Secretaries, 3 Administrators, and 11 Receptionists. All members of the team work closely together to ensure the smooth running of the practice, effective communication, accurate record keeping, and delivery of high-quality patient care.

Our multidisciplinary approach enables us to provide a broad range of services within the practice, while supporting GPs and other clinicians in managing patients effectively and reducing pressure on primary care services.