Part-time Receptionist

Guildford, Surrey
£8 per hour
10 Oct 2016
07 Nov 2016
Contract Type
Full Time

Part-time Receptionist Required – General Practice, Guildford

Experienced Receptionist required for 28 hours per week. This is an exciting opportunity for a hard-working enthusiastic individual who enjoys working with members of the public. We are a busy, friendly NHS Medical Centre located in Guildford (main site)

Experience in working within General Practice and/or the National Health Service is desirable but not essential as full training will be given to the right candidate.


Salary: £8 per hour

Closing date: Monday 31st October 2016

Interview date: To be confirmed


Working pattern:

Monday (1pm to 6pm); Tuesday (2pm to 6pm); Wednesday (8.30am to 1pm)

Thursday (12pm to 6pm) & Friday (8.30am to 6pm).

Days and shifts are distributed between our two sites within approx. 3 miles of each other


Application Process:

Please email your CV and covering letter to Mrs Annie Holyoak at:

Alternatively, these can be posted to: Mrs Annie Holyoak, Reception Manager, Fairlands Medical Centre, Fairlands Avenue, Worplesdon, Guildford, GU3 3NA


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.


JOB TITLE: Part-time Receptionist



WEEKLY HOURS: 28 hours per week



Monday: 1pm to 6pm

Tuesday: 2pm to 6pm

Wednesday: 8.30am to 1pm


Thursday: 12pm to 6pm

Friday: 8.30am to 6pm

Days and shifts are distributed between our two sites within approx. 3 miles of each other

(Flexibility essential to meet the needs of the practice)


SALARY: £8 per hour



RESPONSIBLE TO: The Practice Manager and ultimately the Partners




SUMMARY: To work as part of the team of staff, undertaking reception and clerical/admin duties. To be responsible for the interface between the Practice and the general public, particularly the patients of the practice, both in person and on the telephone. To work closely with the rest of the team to ensure the smooth running of the reception area.



Role within the Practice


To work as part of the team of staff, supporting the doctors in the delivery of high quality primary care to patients at all times.



All staff are responsible for ensuring that health and Safety and other Surgery policies and procedures are read and adhered to.



Reception Duties

  • Receiving/directing patients appropriately.

  • Answer the telephone promptly in a professional manner, dealing with or re-directing enquiries appropriately

  • Taking and recording messages including requests for home visits and preparing those records needed by the GP for a home visit.

  • Utilise number system to ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.

  • Make new and follow-up appointments. Ensure that patients without appointments but who need “urgent consultations” are seen in a logical and non-disruptive manner.


  • Register new patients, explaining practice arrangements and formal requirements to all new patients and ensure procedures are completed.

  • Process requests for ambulance transportation and record details in appropriate book.


  • Receiving and recording cash and cheques from patients for fees payable, as instructed.

  • Assisting disabled and elderly patients etc as necessary.

  • Ensure all visitors sign in and out of Visitors Book.


  • Ensure computer and telephone system is operational at the beginning of each day. Check telephone night/out-of-hours service is switched off in the morning and on in the evening appropriately.


  • Being alert to, and reporting to the relevant person, matters affecting Health & Safety or security.

  • Ensure the reception area is kept clean, tidy and safe at all times.

  • Carry out any additional tasks as directed by the manager, clinical team, and colleagues.


Admin/Clerical Duties

  • Registration and data entry of newly registered patients

  • Collecting, maintaining and preparing statistics/audits, as requested.

  • Entering patients’ records on computer, checking and searching those records as appropriate

  • Organising outgoing post, assembling items for courier and posting mail. Opening and distributing both hospital and general mails as directed.

  • Printing out and photocopying of patients’ records for as requested.

  • Processing computerised repeat prescriptions

  • Scanning incoming post.


General Duties

  • Opening of the premises at the start of the day and make necessary preparation to receive patients Switch on computers in GPs’ rooms and ensure all relevant equipment are turned on and functional. Report any faults to the Assistant Manager.

  • Ensure consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and re-stocking as necessary.


  • Walk around building at the end of each day to check rooms are empty, computers are switched off and windows and doors are closed, including entry doors, and that the building is secure.


  Housekeeping Duties

  • Preparing and distributing refreshments on a rota with other staff and clearing away afterwards.

  • Ensuring premises are kept clean and tidy when domestic staff are off duty, ie checking public toilets, tidying magazines and leaflets in the waiting area and discarding old or damaged items.

  Education/ Training

  • Participate in the internal Team Meeting and any other organised training required by the Surgery.

  • The post holder will identify his/her personal development needs and discuss ways of meeting those needs, in line with the in-house training policy.

  • It is essential that the post holder has the ability and commitment to participate in, and complete any training as deemed necessary by the Partners or Practice Manager.

  • The Practice operates an internal appraisal system which is there to enable all staff to evaluate their role, duties and performance.


The Future

  • As the practice develops in an ever-changing commercial and political climate, it is important that all members of staff are prepared to adapt accordingly.

  • The Partners and/or the Practice Manager reserve the right to re-distribute duties and functions amongst the members of staff from time to time to meet the requirements of the Practice. All requests for such changes shall not be unreasonably refused.



Dated: October 2016


Personal specification for the Post of Receptionist







  • A basic standard of education to secondary school level


A minimum of 5 GCSEs (or equivalent)




  • Working with the public face to face and/or by telephone


  • Computer competent, particularly using a Windows-based systems


Working in General Practice or Health Care Environment




  • Excellent communication skills


  • Pleasant telephone manner


  • Understanding and adherence to the need for strict confidentiality


  • Able to handle delicate situations with tact and sensitivity


  • Able to work under supervision, as well as use own initiative


  • Able to work quickly yet unhurriedly and accurately


  • Able to work in a flexible manner


  • and cope with changes in working patterns


  • Work well as a team member


  • Enjoy learning new duties and taking responsibility




























Involvement in outside activities which involve teamwork and social interaction with people




  • Interest in general practice and current thinking in the NHS


  • Interest in using the Practice computer system to its full potential






  • Able to stay calm under pressure


  • Patient and able to relate well to people


  • Able to handle distressed and angry patients with confidence and sensitivity