Receptionist / Administrator @ Parkview Surgery

Job summary

Receptionist / Administrator

Location: Parkview Surgery, 60 West Drayton Road, Uxbridge, UB8 3LA

Hours: 16.5 hours per week

Reports to: Reception Manager

Please complete the attached Job Application Form and submit it alongside your application. Applications without a completed form will not be considered.

Interviews: Tuesday 10 November.

Were looking for an enthusiastic, hardworking and approachable person with a positive attitude and a passion for helping others to join our busy practice. This varied role combines patient-facing reception duties with administrative work, helping patients access care and keeping the practice running smoothly.

You'll be a confident communicator who listens carefully, puts patients first and handles difficult conversations with empathy and professionalism. Organised and adaptable, you'll respond to changing priorities and take pride in completing tasks accurately and efficiently. A willingness to learn our systems, follow procedures and act on feedback is essential.

You'll join a welcoming team that values collaboration, open communication and initiative, with opportunities to develop your skills and make a difference to patients every day.

Eligible employees can join the NHS Pension Scheme, with employee and employer contributions made in accordance with scheme rules.

Main duties of the job

This varied role combines welcoming patients, handling telephone enquiries, booking appointments and processing prescription requests with daily administrative duties, including updating patient records, processing clinical documents and actioning emails.

You will help patients access appropriate care and support the smooth running of the practice, working flexibly across reception and administration while maintaining accuracy, confidentiality and a professional, helpful approach.

About us

At Parkview Surgery, we are a busy, fast-paced practice with a welcoming team and a shared purpose: Caring for all, together. Our clinical, reception and administration teams work closely together, sharing knowledge, supporting one another and encouraging open communication and feedback. We value kindness, initiative and a positive approach to getting things done, creating a workplace where everyone can contribute, develop their skills and make a meaningful difference to our patients.

Job description

Job responsibilities

Main responsibilities

Patient reception and communication

• Welcome patients and respond to enquiries in person and by telephone with kindness, patience and professionalism.
• Listen carefully, explain practice processes clearly and direct patients to the appropriate person or service.
• Remain calm during difficult conversations, help resolve concerns and seek support when needed.
• Take accurate messages and pass information promptly to the relevant team member.
• Communicate effectively with patients, carers, colleagues and external services.

Appointments and prescriptions

• Book and manage appointments in line with practice procedures.
• Receive and pass on home visit requests appropriately.
• Process repeat prescription requests in accordance with practice guidelines.

Administration and patient records

• Register new patients and update changes to personal details accurately.
• Maintain patient records using EMIS Web.
• Process clinical documents through Docman and EMIS in line with training and written protocols.
• File correspondence and support recalls for medical reviews.
• Monitor and action incoming emails, referring queries appropriately.
• Complete general administrative tasks, including photocopying and emailing.
• Organise and prioritise allocated work, completing tasks accurately and within required timescales.

Teamwork and practice support

• Work flexibly across reception and administration, adapting to changing priorities.
• Support colleagues and provide agreed cover for staff absence and annual leave.
• Follow opening, closing and building security procedures.
• Keep work areas tidy, safe and organised.
• Undertake other reasonable duties appropriate to the role.

Professional responsibilities

• Maintain patient, staff and practice confidentiality at all times.
• Follow practice policies, written protocols and information governance requirements.
• Uphold equality, dignity and respect in all interactions.
• Follow health and safety, infection prevention and safeguarding procedures, reporting concerns promptly.
• Complete required training and participate in appraisals.
• Take responsibility for learning practice processes, acting on feedback and maintaining agreed standards.
• Contribute suggestions and participate in service improvements, practice meetings or audits when required.

Person Specification

Experience

Essential

• A good standard of general education, with clear written English and numeracy skills.
• Experience of providing customer service and communicating with members of the public.
• Experience of working effectively with others.
• Clear, polite and confident verbal and written communication.
• Good computer skills, including email and Microsoft Office.
• Strong organisational skills and attention to detail.
• Ability to prioritise, multitask and work to deadlines.
• Ability to remain calm, professional and helpful under pressure.
• Ability to handle difficult conversations sensitively and recognise when to escalate concerns.
• Understanding of confidentiality and the importance of accurate records.
• A friendly, empathetic and patient-focused approach.
• A positive attitude, reliability and commitment to completing work.
• Ability to work independently and as part of a team.
• Initiative and practical problem-solving skills.
• Flexibility when duties or priorities change.
• Willingness to learn, accept feedback and follow agreed procedures.
• Honesty, integrity and respect for others.
• Willingness to provide agreed additional cover when required.

Desirable

• A relevant qualification in customer service, business administration or medical reception, such as an NVQ or AMSPAR qualification.
• Previous experience in a GP surgery or another healthcare setting.
• Experience of reception and administrative duties.
• Experience using EMIS Web and Docman.
• Understanding of general practice processes, including appointments, prescriptions and patient registration.
• Experience of managing challenging customer or patient interactions.

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

Parkview Surgery

Address

60 West Drayton Road

Uxbridge

Middlesex

UB8 3LA

United Kingdom

Employer's website

https://www.parkviewsurgeryhillingdon.nhs.uk/ (Opens in a new tab)