About this role
Job summary
Springwood Surgery are looking to recruit a part time medical administrator to join our surgery team. The post is currently advertised at 24 hours a week. Working shifts and patterns are yet to be decided. We are a busy general practice so we are looking for someone who can under pressure and on their own initiative. Training will be given to the successful candidate.
Due to annual leave within the practice, Interviews are scheduled to take place sometime w/c 7th September 2026
Main duties of the job
This role involves both reception and secretarial duties. The successful candidate will provide effective and efficient reception services to patients, respond to patient queries and utilise the clinical system. It is imperative that patients are greeted in a cheerful and friendly manner. The candidate will also be expected to perform general secretarial duties including actioning patient referrals, minute taking, insurance report requests and other requests for medical records. A full job description will be provided.
About us
Springwood Surgery is a semi-rural practice in the historic market town of Guisborough. We have a list size of approximately 7,500 patients. We are a friendly, dynamic and supportive team of six GP Partners, three practice nurses, two HCAs, one phlebotomist. WE also have a wide and vastly experienced administration team. We are a high achiveing practice in both the Quality Outcomes Framework (QOF) and Investing and Impact Funding (IIF) We are a SystmOne practice and also have access to Ardens, with excellent external IT support.
Job description Job responsibilities
Reception Duties:
1) Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
2) Deal with all general enquiries, explain procedures and make new and follow-up appointments.
3) Using your own judgment and communication skills; ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
4) Follow practice protocols to access and utilise the clinical system to contribute towards providing a good service for all patients.
5) Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
6) Maintain and review the surgery's NHS email account and action emails as appropriate.
7) Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
8) Take action on clinicians requests for further information/patient contact information etc. (including computerised Practice notes), ensuring completion of all associated paperwork.
9) Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
10) Enter patient information on to the computer as required.
11) Scan patient correspondence onto notes and forward on to other members of the team as appropriate.
Secretarial Duties:
1) To provide an efficient audio, copy typing and word processing services for GPs and health professionals as required. This will include the typing of letters, reports, patient referrals, minutes, memorandums, etc., in an accurate way while maintaining a high-quality standard of work.
2) To make appointments, booking and admissions within secondary care as required.
3) To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
4) To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
5) To retrieve medical records and assist in the completion of medical/insurance records.
6) File patient records and correspondence in patient medical records.
7) To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
8) To maintain and access the computer clinic system in an accurate and secure manner.
9) To assist with the gathering of statistics and information when required.
10) To provide cover for members of the secretarial team during periods of sickness and annual leave.
11) To receive and dispatch mail and maintain a pending system.
12) Maintaining a record of 2WW referrals.
13) Audio/copy typing of NHS and private referrals.
14) Oversee medical examiner process to ensure death certificates are passed along in a timely manner.
Premises:
1) Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
2) When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
3) Ensure that all new patients are registered onto the computer system promptly and accurately.
4) Make and serve refreshments for meetings, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
5) Covering colleagues holiday and sickness absence as required.
6) Process incoming and outgoing mail according to Practice protocols.
7) Record actions taken in patient records where appropriate or in accordance with Practice protocols.
8) Complete other daily/ weekly and monthly core tasks to support to smooth running of the reception area.
9) Any other administration duties as necessitated by the needs of the Practice.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
1) Using personal security systems within the workplace according to Practice guidelines.
2) Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
3) Making effective use of training to update knowledge and skills.
4) Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
5) Reporting potential risks identified.
6) Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.
Equality & Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
1) Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation.
2) Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
3) Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
1) Participation in an annual individual performance review, including taking responsibility for maintaining a record of their own personal and/or professional development.
2) Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
3) Take part in mandatory online modules as requested by the practice.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
1) Alert other team members to issues of quality and risk.
2) Assess own performance and take accountability for own actions, either directly or under supervision.
3) Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
4) Work effectively with individuals in other agencies to meet customers needs.
5) Effectively manage own time, workload and resources.
Person Specification
Qualifications Essential
English GCSE Level C or equivalent. A demonstrable commitment to professional development.
Desirable
Intermediate level Microsoft Office.
Experience Essential
Experience of working in a public reception environment. Experience of Microsoft Office software. Experience of dealing with the public and/or patients.
Desirable
Experience of telephone switchboard operation. Experience of computerised clinical system. Experience of working within NHS
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 SPRINGWOOD SURGERY
Address Rectory Lane
Guisborough
Cleveland
TS14 7DJ
United Kingdom
Employer's website https://www.springwoodsurgery.nhs.uk (Opens in a new tab)