Main duties of the job
Ixworth Surgery is looking for a friendly, caring and professional Medical Receptionist to join our busy primary care team. The position is part‑time for 20‑25 hours per week.
About us
Ixworth Surgery is a GMS GP practice with a patient list of 9,500, owned and operated by four GP partners. We are supported by salaried GPs, nurse practitioners, a respiratory nurse specialist, practice nurses, a social prescriber, a PCN pharmacy technician and an onsite pharmacy/dispensary. The practice is part of Blackbourne Primary Care Network, which serves rural communities in West Suffolk near Bury St Edmunds.
Job Summary
The post-holder will provide a caring, friendly and efficient service as the principal point of contact for the practice, acting as a focal point of communication between patients, doctors and all members of the primary health care team.
Major Duties and Responsibilities of the Post
- Reception Duties – administer the appointment system, monitor patient flow, manage urgent consultations, handle calls, register new patients, collect payments, manage enquiries, refer home‑visit requests, record ambulance requests, take messages, notify patients of results, maintain reception cleanliness, ensure timely answering of phones, restock stationery, and support new staff during probation.
- Management of Medical Records – prepare forms, retrieve records for urgent consultation or telephone requests, re‑file records in alphabetical order, file correspondence and reports correctly, keep records neat and tidy, sort new notes, and add or retrieve information from the computer system.
- Start and End of Day Procedures – open premises, sign in, print out‑of‑hours contacts, answer emergency calls, top up copier trays, and secure premises at close.
- Other Delegated Duties – undertake any other duties reasonably considered appropriate to the post.
Special Requirements of the Post
- Smart, tidy appearance; uniform is provided.
- Strict confidentiality and patient trust.
- Judgement, resourcefulness, common sense and tact.
- Excellent face‑to‑face and telephone communication.
- Flexible approach to support other team members.
- Keyboard skills and PC knowledge.
- Preferably some previous administrative experience.
- Capability to ask for help and use senior team support.
- Logical, self‑motivated, resourceful, and attentive to detail.
- Ability to use own initiative.
Circumstances
- Reliable and able to work flexibly at other times if needed.
Contraindications
- Being a patient of the practice once employed.
Working Conditions
- Pleasant, airy, and modern purpose‑built premises.
- Busy, friendly atmosphere.
- Supervision from senior team.
- Mainly administrative duties, much of which will be computerised.
Terms of Service
- Salary dependent on experience.
- Membership of the NHS Contributory Pension Scheme.
- Salary paid monthly directly into bank account.
- Annual leave 5 weeks pro‑rata per year plus bank holidays.
- This job description is not intended to be exhaustive and may be amended to meet the future needs of the practice.
Person Specification
Qualifications
- Good standard of general education, including English and Mathematics.
- NVQ Level 2 or equivalent qualification in Business Administration, Customer Service or a related field.
Organisation & Administration
- Good organisational skills with the ability to manage competing priorities and maintain accuracy when undertaking administrative tasks.
- Experience of appointment booking systems and medical records administration.
Experience
- Experience of dealing with members of the public in a customer‑facing role.
- Previous experience working in a GP practice, NHS setting or healthcare environment.
Customer Service
- Friendly, approachable and professional manner. Demonstrates a commitment to providing excellent patient care and customer service.
- Experience of working in a busy reception environment.
Team Working
- Ability to work effectively as part of a multidisciplinary team. Willingness to support colleagues and contribute positively to the workplace.
- Experience of working within a healthcare team.
Communication Skills
- Excellent verbal and written communication skills. Ability to communicate clearly, professionally and sensitively with patients, colleagues and external agencies.
- Experience of handling difficult or sensitive conversations.
IT Skills
- Competent in the use of computers and standard office software. Ability to learn new systems quickly.
- Experience of using clinical systems such as SystmOne, EMIS or similar healthcare software.
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.
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