Reception/Administrator

NHS
Full Time
Uxbridge
Negotiable
Posted 6 days ago

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Job Description

Job summary

Job Overview:

Central Uxbridge Surgery is a busy GP practice serving a diverse community of 16,000 patients. We are looking for a professional and dedicated Receptionist/Administrator to join our friendly team. This role is crucial in ensuring the smooth running of the practice, providing excellent patient service, and supporting clinical and administrative staff.

What We Offer:

A supportive and friendly working environment.
Training and development opportunities.
NHS pension scheme.
Competitive salary based on experience.

If you are an organised, approachable, and motivated individual looking to make a difference in patient care, we would love to hear from you.

To apply, please send your CV and a cover letter to

Main duties of the job

As a Receptionist/Administrator at Central Uxbridge Surgery, you will play a vital role in ensuring the smooth day-to-day running of the practice while providing excellent patient service. Your responsibilities will include:

Patient Interaction & Front Desk Management:

Greet and assist patients and visitors in a professional, friendly, and empathetic manner.
Manage incoming telephone calls, ensuring prompt and courteous responses to patient queries.
Book, cancel, and reschedule appointments efficiently using the clinical system.
Handle urgent appointment requests and signpost patients to appropriate services.
Process patient registrations, ensuring accuracy and compliance with practice policies.

Administrative Duties:

Process and action repeat prescription requests in line with practice protocols.
Scan and file clinical documents, referrals, and other correspondence into patient records.
Handle electronic and paper-based correspondence, ensuring timely processing.
Manage and action tasks assigned by clinicians and senior staff.
Assist with the management of patient recalls, follow-ups, and routine checks.

Operational Support:

Monitor and respond to emails and administrative queries.
Support clinicians by ensuring patient records and documents are up to date.
Process new patient registrations and update records as required.

Confidentiality & Compliance:

Adhere to strict patient confidentiality guidelines and GDPR regulations.

About us

Central Uxbridge Surgery, also known as Uxbridge Health Centre, is a well-established GP practice located in Uxbridge, within the London Borough of Hillingdon. Serving a diverse patient population of over 16,000 individuals, the practice is committed to providing comprehensive and high-quality primary care services.

Healthcare Team:

The practice boasts a multidisciplinary team dedicated to patient care:

General Practitioners (GPs): Seven partners and two part-time salaried GPs.
Nursing Staff: Six nurses, including two Advanced Nurse Practitioners.
Pharmacy and Support Staff: A community pharmacist and two healthcare assistants.
Allied Health Professionals: On-site phlebotomists, podiatrists, and physiotherapists.

The clinical team is supported by experienced practice and IT/business managers, as well as a dedicated administrative staff. Additionally, collaboration with Primary Care Network (PCN) staff enhances the range of services offered to patients.

Training and Education:

As a training practice, Central Uxbridge Surgery is committed to the education and development of future healthcare professionals. The practice hosts:

GP specialty trainees.
Foundation doctors.
Medical students.
Nursing students.
Physician associate students.

This commitment to training ensures that the practice remains at the forefront of medical education while fostering a culture of continuous learning and improvement.

Job responsibilities

About Central Uxbridge Surgery

Central Uxbridge Surgery, also known as Uxbridge Health Centre, is a well-established GP practice serving a diverse community of over 16,000 patients. Situated in the London Borough of Hillingdon, we pride ourselves on delivering high-quality primary care services with a patient-centered approach. Our multidisciplinary team includes seven GP partners, two part-time salaried GPs, six nurses (including two Advanced Nurse Practitioners), a community pharmacist, and two healthcare assistants. Additionally, we collaborate with PCN staff and allied health professionals, including on-site phlebotomists, podiatrists, and physiotherapists. As a training practice, we also support GP specialty trainees, foundation doctors, medical students, nursing students, and physician associate students.

Job Overview

We are seeking an enthusiastic and professional Receptionist/Administrator to join our friendly and dynamic team. This role is essential in ensuring the efficient operation of the practice by providing exceptional front-line support to patients, clinicians, and administrative staff. The ideal candidate will be proactive, highly organized, and able to multitask in a fast-paced environment while maintaining a compassionate and professional attitude.

Main Responsibilities Patient Interaction & Front Desk Management

Greet patients and visitors warmly, providing a professional and welcoming first point of contact.
Handle patient queries both in person and over the telephone, signposting them to appropriate services as required.
Schedule, amend, and cancel patient appointments using the practice's clinical system.
Process new patient registrations and update patient records in accordance with practice protocols.
Explain practice policies and services, including online access, repeat prescriptions, and appointment availability.
Manage waiting room flow and assist in ensuring a smooth patient journey within the surgery.

Administrative Duties

Process prescription requests, referrals, and medical reports efficiently and accurately.
Scan, file, and distribute incoming correspondence, including hospital letters and test results.
Handle electronic document workflow, ensuring all records are updated promptly.
Respond to and manage internal and external emails professionally and efficiently.
Support the recall system by contacting patients for routine health checks and immunizations.
Maintain patient confidentiality at all times in accordance with GDPR and practice policies.
Assist in updating practice information boards, patient leaflets, and other communication materials.

Operational Support

Monitor and maintain office supplies, ordering stock as needed.
Assist in preparing clinics, ensuring that patient lists and necessary documentation are ready for clinicians.
Work collaboratively with clinical and administrative teams to ensure efficient service delivery.
Attend team meetings and contribute to discussions on improving patient experience and practice operations.
Help troubleshoot IT and telephony issues, escalating to IT support when necessary.
Support the practice during flu vaccination clinics, health promotion campaigns, and other practice-led initiatives.

Compliance & Professional Standards

Adhere to practice policies and procedures, including infection control, safeguarding, and health and safety guidelines.
Ensure accurate recording and maintenance of patient information in line with NHS and practice regulations.
Report any incidents, concerns, or complaints to the practice manager in a timely manner.
Participate in training sessions, ensuring up-to-date knowledge of relevant healthcare and administrative procedures.
Maintain strict confidentiality regarding patient and practice matters at all times.