Receptionist​/Administrator

Job Summary

Our long established surgery has a good reputation thanks to the compassionate and professional staff that work here and we take pride in the service we offer our patients. We make their care our first priority. Being a small surgery we get to know our patients well and because of that they are very loyal. Working with us you will be challenged daily, faced with issues to resolve and occasionally some uncomfortable people so you will need to have the skillset to manage these situations.

It is a big job both stimulating and exciting and will provide a great sense of achievement for anyone who is looking to be part of a happy committed team who enjoys helping others.

We are a practice of 3 doctors, 2 nurses and a healthcare assistant. We are a training practice so every year we have 2 newly qualified doctors who work alongside our 2 partners and can learn from their experience. Our 4 reception staff all work on shifts and support each other in all areas of the work. Everyone helps out and you will be required to cover holidays and sickness where needed.

The atmosphere is friendly and welcoming and staff are valued for their input and ideas.

• Date posted: 06 January 2026
• Pay scheme:
  Agenda for change
• Band:
  Band 2
• Salary:
  Depending on experience
• Contract:
  
  Fixed term
• Duration: 1 years
• Working pattern:
  Full‑time
• Reference number: A5455‑26‑0000
• Job location:
  
  25 Grove Park Terrace, London, W4 3JL

• Opening/closing of surgery
• Greeting all patients in a friendly manner whether on the phone or in person helping them access the appropriate clinician
• Book in, amend and cancel patient appointment in line with practice appointments procedures ensuring optimum efficiency of the appointment system
• Advise patients of relevant charges for private services, accept payment and issue receipts for same.
• Managing all enquiries from other healthcare professionals
• Maintain patient confidentiality at all times
• Email management
• Filing prescriptions and notes
• Logging samples
• Scanning incoming correspondence onto patients notes
• Explaining to potential new patients our registration requirements
• Registering temporary and permanent patients
• Dealing with deliveries and alerting relevant clinical staff
• Filing of records
• Admin tasks – insurance forms, referrals from other surgeries for minor surgery and diabetes, incoming and outgoing post
• Organising interpreters
• Hospital Transport
• Printing surgery forms for repeat scripts, samples, registration docs
• Recording vaccine fridge readings
• Shredding confidential documents
• and generally supporting our team of nurses and doctors.

• Electronic letters, processing and forwarding to doctors (PCN pharmacists where possible)
• Managing all miscellaneous, admin, referrals discharge notices, online requests from patients such as amending their access rights
• Processing Incoming diabetes referrals and booking appointments
• Accepted referral
• Ended referral
• Electronic Correspondence
• Actioning directives from PCN pharmacists
• Processing all links – amendments, deductions, registration confirmations, contacting patients who have been deducted for no apparent reason, contacting patients who have been given P69 classification
• Rota management
• Creating for for all clinicians
• Management of all slot types – creating new and editing existing
• Creating user message templates for SMS
• Appointment messaging
• Creating message templates
• Updating messaging templates in Sys 1 and also on patient facing side of Systm 1
• Vaccination claims – Running report
• Completing forms
• Sending off claims monthly
• Keeping record of scrips sent
• Managing letters folders
• Monitoring and disposing of letters more than 3 months old
• Contacting patients who have not collected their letter
• Banking
• Recording all payments taken
• Balancing the cash
• Milk expenses
• Recording all payments to staff for milk and reimbursing

• Accurx and Patchs
• Setting up all users and logins
• Notice boards
• Keeping messaging up to date on notice boards in waiting room and behind reception
• Managing stationary stocks

• Banking record
• Registration log
• Inward referral forms
• Templates in…