About this role
Job summary
We are seeking a friendly, organised, and reliable Part-Time Administrator / Receptionist to join our busy General Practice team. This is a key frontline role, providing both administrative support and reception duties to ensure the smooth and efficient running of the surgery.
You will be part of a supportive team, helping patients in person and over the phone, while also supporting clinicians and wider staff with essential administrative tasks.
The successful candidates will demonstrate excellent communicate skills across multiple methods of communication, be able to work under pressure, be flexible, reliable, and empathetic to our service users needs and ideally have previous NHS experience (but not essential as full training will be given).
Main duties of the job
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone, website or email service. Deal with all general enquiries. Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies Ensure urgent and home visit requests are recorded and acted upon appropriately to ensure timely care for patients Receive and make telephone calls as required Promote online services to patients Advise patients of relevant charges for private services Take payment and issue receipts for any chargeable services, ensuring accurate record keeping and informing patients when a charge is likely for work undertaken.
Ensure all messages and communications received are accurate and delivered promptly. Receive and disseminate incoming mail as appropriate Ensure any safeguarding report requests are passed to the appropriate clinician in a timely manner Open and close premises in line with procedure including activation/deactivation of alarm. Retrieve and file patients notes as appropriate, ensuring filing is completed in accordance with local policy Ensure the premises are completely secure. Report any security issues accordingly.
About us
We are a small, friendly GP surgery based in Portsmouth, caring for approximately 9,750 patients. Our practice is proud to provide accessible, high-quality primary care to our local community, with a strong focus on patient-centred service and continuity of care.
Our team is made up of dedicated clinicians and support staff who work closely together in a supportive and collaborative environment. We value teamwork, respect, and clear communication, and we are committed to maintaining a positive workplace where staff feel supported and valued.
We aim to deliver efficient, safe, and compassionate care while continually improving our services to meet the needs of our patients. As a training and learning-focused practice, we encourage professional development and ongoing training for all staff members.
Above all, we are committed to providing a welcoming and approachable service for our patients, ensuring they receive the right care at the right time.
Job description Job responsibilities
Opening of the practice premises and maintaining security in accordance with practice protocols
Greet all patients on arrival
Answer the telephone dealing with or signpost enquires with all messages and quires being directed to the right person via the computer using tasks, notifications, or email
consultation, using the care navigators template on SystmOne
General administrative tasks
Computer data entry data allocation and collation; processing and recording information in accordance with practice procedures
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying, and scanning.
Provision of refreshments for staff and visitors as required, loading, and emptying the dishwasher and keeping the kitchen area clean and tidy.
Set burglar alarm and lock up premises if last one in building
Participate in mandatory training sessions to ensure skills are kept up to date within a changing environment
Person Specification
Experience Essential
Good IT skills with a working knowledge of Microsoft 365 Excellent communication skills able to effectively engage with a diverse range of people recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating Able to work well under pressure and remain calm when interacting with distressed patients or those presenting with challenging behaviours Ability to work as an effective part of team, with a focus on communication Understanding of confidentiality Able to assess problems and identify solutions High level of attention to detail and accuracy
Desirable
Experience of working within Primary Care or similar environment
Qualifications Essential
Good standard of general education Essential Standard grade mathematics or equivalent Essential Standard grade English or equivalent Essential Qualification in customer service Essential Good IT skills with a working knowledge of Microsoft 365 Excellent communication skills, able to effectively engage with a diverse range of people recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background, and preferred ways of communicating Able to work well under pressure and remain calm when interacting with distressed patients or those presenting with challenging behaviours Ability to work as an effective part of team, with a focus on communication Understanding of confidentiality Able to assess problems and identify solutions High level of attention to detail and accuracy
Desirable
Experience of working within Primary Care or similar environment
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.
Employer details Employer name Kirklands Surgery
Address 111 Copnor Road
Portsmouth
PO3 5AF
United Kingdom
Employer's website https://www.kirklandssurgery.co.uk/ (Opens in a new tab)