GP Receptionist

We are looking for 1 Part Time (25hrs) GP Receptionist to join our small friendly practice team based at Elm Lane & Chapeltown Surgery. Applicants would ideally have experience of working in an administrative or customer service environment, have good telephone and computer skills, enjoy a varied high paced job role, and be flexible in covering for colleagues during times of leave and at short notice sick leave.

A normal working week would consist of working two full days (8am-6.30pm) and one morning (8am-1:30pm). Our reception staff work from a rolling 3 week rota. PLEASE SEE DRAFT ROTA.

Please apply through the NHS jobs website, reference A1111-26-0003

For further information or an informal visit please contact Kerry Holmes, Practice Manager, on 0114 2455112

PLEASE NOTE Interviews will take place on THURSDAY 2 APRIL 2026

Main Duties of the Job

• Open and close surgery premises, including checking and securing the premises at the end of each day.
• Receive and direct patients on arrival.
• Process requests for repeat prescriptions, ready for checking by a Doctor.
• Pass on all requests for home visits to the GP, ensuring careful recording of all relevant details.
• Deal with all general enquiries, explain surgery procedures, make new and follow-up appointments over the telephone or with direct patient contact.
• Receive and pass on messages for clinical and managerial staff.
• Ensure all urgent or outstanding messages are completed at the end of your working day.
• Deal with all internal and external mail and scan onto the clinical system where required.
• File, record requests formed digital records and photocopy medical records.
• Register new patients to the practice and book new patient checks, which will also include temporary residents.
• Liaise with other outside agencies by telephone or email.
• Adopt and contribute to new processes.
• Undertake any other additional duties as requested by the Partners or the practice manager.

It would be beneficial to have access to your own car to enable you to work across both sites.

About Us

• We are a well‑organised team with an excellent established administration and managerial team, providing full support to all clinicians & staff.
• We are a SystmOne practice with excellent use of IT software such as AccuRx, ANIMA, MS Teams, C the Signs, Ardens and the use of our clinical software workflow management system.
• We are a two‑site practice based in S5 and S35 (branch site Chapeltown Surgery) covering a practice population of approximately 5,900 patients.
• We have a fantastic nursing team, consisting of 2 Practice Nurses, phlebotomist & HCA, providing full support to our practice GPs.
• We have dedicated pharmacy and physiotherapy support provided by SAPA5 Primary Care Network.
• We are part of a well developed Primary Care Network, working as part of SAPA5 Primary Care Network.
• Training and career development opportunities in all roles is a key part of the practice ethos.
• Onsite staff parking available.

Job Responsibilities

To provide a high quality front line reception service to our patients and colleagues, and to support the practice team with a positive, friendly image.

• Open, secure and close the surgery, including checking heating, ventilation and switching on computers.
• Check and secure premises, set the security alarm.
• Keep the clinic fully supplied with stationery and equipment.
• Tidy the reception and surgery at the end of sessions.
• Ensure urgent tasks are passed on to incoming colleagues.
• Maintain and supply the consulting rooms and reception areas.
• Receive and direct patients efficiently and politely.
• Deal courteously with all general enquiries, explain procedures and make appointments.
• Receive and forward messages for clinical and managerial staff.
• Process repeat prescription requests on computer and manage mail flow.
• Organise letters, new prescriptions and repeat prescriptions for doctors to sign.
• File and retrieve patient records, keep them orderly and scan correspondence.
• Enter patient information accurately into the system.
• Pass on home visit requests with detailed records.
• Re‑file records ensuring strict alphabetical order.
• Scan correspondence promptly and correctly.
• Register and document new patients, update notes and perform new patient checks.
• Complete forms for temporary residents.
• Photocopy medical records.
• Liaise with outside agencies such as hospitals, ambulance control.
• Record requests for reports, copies, invoicing for items.
• Be flexible to cover holidays, sickness and other absences at either site.
• Willingness to adopt and contribute to new processes.
• Undertake any other duties requested by Partners or the practice manager.

Confidentiality

• In the performance of the duties outlined in this job description, the post‑holder may have access to confidential information relating to patients, carers, practice staff and other healthcare workers.
• All such information is strictly confidential and must be handled according to practice policies.
• Ensure log‑off procedures and protect computer passwords and smart‑card codes.

General Requirements

• Abide by the Health and Safety at Work Act.
• Attend mandatory training regularly.
• Co‑operate and liaise with departmental colleagues.
• Observe the practice’s Equal Opportunities Policy.
• Participate in annual performance reviews and team meetings.
• Respect confidentiality, no smoking policy and all practice procedures.
• Work in a polite and respectful manner with colleagues and visitors.

Expectations for Employees

• Act in a manner that recognises equality, diversity and rights of patients, carers and colleagues.
• Demonstrate commitment to personal development and training opportunities.
• Respect privacy, dignity and beliefs of patients and staff.
• Support harmonious internal and external worked relationships.

Person Specification

Experience

• Previous administrative and customer care experience.
• Previous experience in NHS/Healthcare setting.

Skills

• Organisational skills.
• Good communication skills oral and written.
• Good telephone handling skills.
• Ability to work calmly under pressure.
• Practice a high level of confidentiality.
• Full UK driving licence and access to a vehicle.

Qualifications

• Good general standard of education including English and Maths (A to D).
• Customer Care or Administration qualification or equivalent.

Personal Attributes

• Teamwork.
• Self‑motivated and reliable.
• Smart appearance.
• Ability to work independently.
• Personable, caring, polite and patient.
• Flexible approach to work and provide cover at short notice.
• Ability and willingness to acquire new skills.
• Ability to follow practice standards and operating procedures.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to be made to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.