About this role
Job summary
An exciting opportunity has arisen for an organised and proactive Reception Coordinator to join our friendly team at The Meads Medical Practice.
We are looking for either an experienced Reception Coordinator/Supervisor or an experienced GP Receptionist who is ready to take the next step in their career.
This is a varied role combining reception, administration and team coordination responsibilities. Working closely with the Operations Lead and Business Manager, you will help ensure the smooth running of our reception and administrative functions whilst supporting the delivery of high-quality patient care.
The successful candidate will play a key role in supporting the reception team, coordinating day-to-day operations and maintaining a professional, efficient and welcoming service for our patients.
Main duties of the job
The Reception Coordinator will be responsible for supporting the day-to-day management of the reception and administration team, ensuring the efficient delivery of front-line services and maintaining high standards of patient care and customer service.
Working closely with the Operations Lead, the successful candidate will help coordinate staffing, rotas, annual leave and workload allocation, whilst providing guidance and support to reception and administrative colleagues.
The role will remain hands-on and will include reception and administration duties such as managing patient enquiries, booking appointments, supporting clinical and administrative workflows, overseeing document management processes and assisting with the induction and training of new staff.
The postholder will also contribute to the ongoing development of practice systems and processes, support quality improvement initiatives and work closely with the wider practice team to ensure patients receive an efficient, professional and welcoming service at all times.
About us
The Meads Medical Practice is a friendly and forward-thinking GP practice based in a modern purpose-built medical centre in Sittingbourne. We care for approximately 12,000 patients and are committed to delivering high-quality, patient-centred care within a supportive and collaborative team environment.
We have a strong multidisciplinary team including GPs, Advanced Clinical Practitioners, Practice Nurses, Healthcare Assistants, a Clinical Pharmacist and a range of Primary Care Network colleagues who work together to provide the best possible care for our patients.
As a growing practice, we are committed to continuous improvement whilst maintaining a positive and supportive workplace culture. We value teamwork, professionalism and excellent patient service, and actively encourage staff development and progression.
The successful candidate will join an experienced and welcoming team where they will have the opportunity to make a real contribution to both the patient experience and the ongoing development of the Practice.
Job description Job responsibilities Job Responsibilities
The Reception Coordinator will work under the direct supervision of the Operations Lead and in accordance with Practice policies and procedures. The role is responsible for supporting and coordinating the day-to-day management of the reception and administration functions, ensuring a high-quality service is delivered to patients and staff.
Key Responsibilities
The postholder will:
Oversee the day-to-day delivery of an effective reception service, ensuring appropriate staffing levels and delegation of duties across the team.Support the management of reception and administrative staff, providing guidance and day-to-day operational support.Work with the Operations Lead to coordinate annual leave arrangements, staff rotas and sickness cover.Oversee and support the delivery of administrative systems and processes, including document scanning, coding and the processing of reports.Assist with the administration of quality improvement programmes, audits and practice incentive schemes.Ensure prescription-related administrative processes are managed in accordance with Practice procedures and in liaison with the Clinical Pharmacist.Ensure new reception staff receive appropriate induction, training and support.Assist with the management of patient concerns and complaints where appropriate.Support the management of surgery alterations, cancellations and emergency operational arrangements.Identify opportunities to improve systems and processes and make recommendations to the Operations Lead.
Reception and Administration Duties
The role remains operational and hands-on. The postholder will be expected to:
Provide a professional, efficient and welcoming reception service to patients and visitors.Answer telephone calls courteously and efficiently, taking and recording messages accurately.Manage appointment bookings, home visit requests and patient enquiries.Support clinical and administrative workflows including document management, patient records and correspondence.Assist with delegated QOF and other administrative responsibilities.Undertake additional administrative duties as required to support the efficient running of the Practice.Participate in the reception rota where required and deputise for the Operations Lead in their absence.
General Responsibilities
The postholder will:
Maintain strict confidentiality in relation to patients, staff and Practice business.Participate in mandatory training and ongoing professional development activities.Comply with Practice policies relating to Health & Safety, Infection Prevention and Control, Equality and Diversity, and Information Governance.Contribute positively to team working and the ongoing development of Practice services.Undertake any other duties appropriate to the role as reasonably requested by the Operations Lead, Business Manager or Directors.
Person Specification
Qualifications Essential
Good standard of general education GCSE (or equivalent) in English Commitment to ongoing personal and professional development.
Desirable
NVQ Level 2 or equivalent qualification in Business Administration, Customer Service or a related subject. Supervisory or team leadership training.
Experience Essential
Significant experience working within a GP Practice or Primary Care environment. Experience working within a patient-facing reception or administrative role. Experience using EMIS Web. Experience managing competing priorities in a busy environment. Experience dealing with patients, carers and members of the public. Experience working as part of a multidisciplinary team. Experience handling confidential and sensitive information.
Desirable
Previous experience as a Reception Coordinator, Reception Supervisor, Team Leader or similar role. Experience supporting staff induction, training or supervision. Experience coordinating staff rotas, annual leave or workload allocation. Experience supporting quality improvement initiatives or practice projects.
Knowledge and skills Essential
Excellent communication and interpersonal skills. Strong organisational skills and attention to detail. Competent in the use of Microsoft Office applications. Excellent working knowledge of EMIS Web. Ability to prioritise workload and work effectively under pressure. Ability to provide a professional, welcoming and efficient service to patients. Understanding of confidentiality, information governance and data protection requirements. Ability to deal confidently and sensitively with patients.
Desirable
Knowledge of QOF, NHS primary care services and administrative workflows. Knowledge of complaints handling and patient experience processes.
Personal qualities and attributes Essential
Friendly, approachable and professional manner. Reliable, flexible and adaptable. Ability to take initiative and solve problems. Positive and supportive approach to team working. High standards of integrity and confidentiality. Ability to remain calm and professional under pressure. Commitment to excellent patient care and customer service.
Desirable
Leadership qualities and the ability to motivate and support colleagues. Interest in service improvement and staff development.
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 The Meads Medical Practice Limited
Address The Meads Medical Practice Ltd
29 Quartz Way
Sittingbourne
Kent
ME10 5AA
United Kingdom
Employer's website https://www.saffronwayhealthcentre.co.uk/index.aspx?p=G82634 (Opens in a new tab)