This job is now closed
Job Description
- Req#: A2919-25-0000?language=en&page=40&sort=publicationDateDesc
- Good Communication skills
- IT and Keyboard skills
- Ability to follow procedures and work to deadlines
- Ability to handle situations of potential conflict
- Interpersonal skills
- Problem Solving
- Practical experience of working with others
- Experience of using own initiative
- Experience of Customer Service
- Experience of working within General Practice
- Practical experience of computerised recording systems
- GCSE Grade A - C in English and Maths
- AMSPAR Diploma
- Good Communication skills
- IT and Keyboard skills
- Ability to follow procedures and work to deadlines
- Ability to handle situations of potential conflict
- Interpersonal skills
- Problem Solving
- Practical experience of working with others
- Experience of using own initiative
- Experience of Customer Service
- Experience of working within General Practice
- Practical experience of computerised recording systems
- GCSE Grade A - C in English and Maths
- AMSPAR Diploma
Job summary
A fantastic opportunity has arisen for a Receptionist/Administrator to join our growing Team at Trinity Medical Centre on a full time basis.
You will be working with a team of clinical and non-clinical staff offering support in various reception and administrative tasks.
Having a good work ethos, caring nature and the ability to communicate on all levels will stand you in good stead when dealing with patient and visitor queries. Being proactive and having the ability to work under your own initiative is what we are looking for.
Experience of working in a healthcare setting with a good understanding of medical terminology is desirable, however, training will be given to the right candidate.
Strong IT skills are essential.
In-house training and continuing support will be provided.
This is a full-time job (37 hours), but a job share could be considered.
Start Date: ASAP
Closing date for applications is Wednesday 20th August 2025
Main duties of the job
To provide good all round administrative and reception support ensuring the Practice runs smoothly and efficiently on a day to day basis.
Deal with general enquiries, both face to face, telephone and email, having the ability to explain processes and procedures.
Ensure patients are kept informed and receive the best possible service.
Process new patient registrations, repeat prescriptions and book appointments accurately.
Receive and make telephone calls as required and action messages in a timely manner.
Ensure the building is left secured at the end of the day.
Provide Reception and Administrative support to clinical and Primary Care Network attached staff.
Monitor the Practice generic email address regularly throughout the day, ensuring anything urgent is processed immediately.
Scan, summarise and code all clinical documents.
The role requires great attention to detail and accuracy at all times as it is fundamental in the smooth and safe running of the practice.
Complete all online training as and when required.
About us
Trinity Medical Centre is a well established dispensing practice and has been serving the local community for over 25 years.
We have 3 GP Partners, 1 Salaried GP, 1 Advanced Nurse Practitioner, 1 Nurse Prescriber and 1 Healthcare Assistant. We have also trained one of our Receptionists to undertake phlebotomy. Our Dispensing Technician provides a dispensing service and advice to our dispensing patients.
Our strong comprehensive Administrative and Reception Team offer support to our clinical team.
We are very patient focused and feedback via the Friends and Family Test and the GP Patient Survey is extremely positive.
Working with Keele Medical School, we take medical students on placement annually, playing a part in the training and education of our future doctors.
Details
Date posted
01 August 2025
Pay scheme
Other
Salary
£12.21 an hour
Contract
Permanent
Working pattern
Flexible working
Reference number
A2919-25-0000
Job locations
Uttoxeter Road
Blythe Bridge
Stoke-on-Trent
ST11 9HQ
Job descriptionJob description
Job responsibilities
TRINITY MEDICAL CENTRE
Job Description
Job Title: Receptionist/Administrator
Hours: 37 hours per week
Accountable to: GP Partners & Practice Manager
Reports to: Practice Manager /Receptionist Team Leader
Location: Trinity Medical Centre
Job Summary
To receive, direct and assist our patients in accessing the appropriate healthcare service in a professional and courteous way, providing general administrative assistance to the practice efficiently and effectively and act as a focal point of communication between patients, doctors and other clinical and non-clinical staff.
Main Duties & Responsibilities:
Duties and responsibilities will include the following and may vary from time to time depending on the evolving workload and staffing levels.
Greet patients and visitors attending the surgery in an appropriate and professional manner at all times
Run the surgery appointment system efficiently to ensure patients are directed to the most appropriate healthcare professional and setting
Communicate with patients, relatives and carers using all methods available including telephone, face-to-face, text messages and e-mails
Process in person, by telephone and e-mail general enquiries ensuring accuracy of detail in all messages and ensuring these are actioned as necessary
Action all practice tasks and workflow comments daily in accordance with the practice guidelines
Explain practice arrangements and formal requirement to new patients and those seeking temporary cover and ensure procedures are completed
Process deduction of patients and receipt of medical records for newly registered patients
Liaise with hospital departments and consultants/secretaries for additional information and test results as required
Action repeat prescription requests and ensuring they are ready for collection by the patient within 48 hours
Inform patients of relevant charges for Non-NHS services, accept payment and issue receipts for same
Update patient details to ensure correct and accurate details are held, i.e. correct address and telephone number
Accurately scan and attach clinical and administrative information/correspondence onto patients records
Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
Issue correct and appropriate specimen containers and forms and ensure the correct information is obtained and completed on return of the specimen
Raise service requests with members of the wider healthcare team including District Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other services
Maintain supplies of stationery in consulting rooms and reception area
Open up premises at the start of the day when first to arrive, de- activate alarm and make all necessary preparations to receive patients
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
Ensure that the reception area is tidy at the end of each surgery session in preparation for incoming colleagues
Organise the reception and waiting areas maintaining a tidy work area and a professional appearance of patient leaflets and notice boards
Provision of refreshments as required, keeping kitchen area clean & tidy and ensuring all dishes are washed
Undertake any other additional duties appropriate to the post as requested by The Partners or the practice manager
OTHER DUTIES & RESPONSIBILTIES
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff respect their privacy and act appropriately
All information gained during employment relating to practice business, patients and their carers, practice staff or other healthcare workers must remain confidential at all times
Information relating to patients, carers, colleagues, other healthcare workers of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal data and sensitive data
Take responsibility for the coordination of procedures to safeguard confidentiality
Health & Safety
To assist in promoting and maintaining health, safety and security as defined in the practice Health & Safety Policy to include:
Using personal security systems within the practice according to practice guidelines
Identify risks involved in work activities and undertaking such activities in a way that manages those risks
Make effective use of training and up-date knowledge and skills
Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Report potential risks identified
Equality and Diversity
Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation
Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights
Personal/Professional Development
Participate in any training programme implemented by the practice including Statutory and Mandatory training as required
Participation in an annual performance review
Responsible for maintaining a record of own personal and/or professional development
Responsible for own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work
Maintain quality within the practice
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities
Make suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patient needs
Effectively manage own time, workload and resources
Communication
Recognise the importance of effective communication within the team
Communicate effectively with all visitors to the practice
Recognise peoples needs for alternative methods of communication and respond accordingly
Contribute to the implementation of services
Apply practice policies, standards and guidance
Discuss with other members of the team how these affect own work
Participate in audits
Make suggestions and recommendation of how to change/improve services provided
Please note that as a member of the practice team, you should:
Implement maximum flexibility of work to maintain a high level of efficiency, i.e. working in any area of the practice if requested to do so, according to the needs of the practice
Comply at all times to the Staff Contract, Standard Operating Procedures and any other practice rules and procedures, including CQC policies, Data Protection and GDPR
Working Environment
The role will usually be based within the practice; however a temporary transfer or secondment may be required to other parts of the practice or alternative locations in case of an emergency or if the needs of the practice or PCN require
This job description is not intended to be an exhaustive list of all the tasks you will ever be expected to do, it is merely a guide to the main ones. The Practice Manager may well allocate other tasks to you from time to time and they will be discussed with you at the time
Job responsibilities
TRINITY MEDICAL CENTRE
Job Description
Job Title: Receptionist/Administrator
Hours: 37 hours per week
Accountable to: GP Partners & Practice Manager
Reports to: Practice Manager /Receptionist Team Leader
Location: Trinity Medical Centre
Job Summary
To receive, direct and assist our patients in accessing the appropriate healthcare service in a professional and courteous way, providing general administrative assistance to the practice efficiently and effectively and act as a focal point of communication between patients, doctors and other clinical and non-clinical staff.
Main Duties & Responsibilities:
Duties and responsibilities will include the following and may vary from time to time depending on the evolving workload and staffing levels.
Greet patients and visitors attending the surgery in an appropriate and professional manner at all times
Run the surgery appointment system efficiently to ensure patients are directed to the most appropriate healthcare professional and setting
Communicate with patients, relatives and carers using all methods available including telephone, face-to-face, text messages and e-mails
Process in person, by telephone and e-mail general enquiries ensuring accuracy of detail in all messages and ensuring these are actioned as necessary
Action all practice tasks and workflow comments daily in accordance with the practice guidelines
Explain practice arrangements and formal requirement to new patients and those seeking temporary cover and ensure procedures are completed
Process deduction of patients and receipt of medical records for newly registered patients
Liaise with hospital departments and consultants/secretaries for additional information and test results as required
Action repeat prescription requests and ensuring they are ready for collection by the patient within 48 hours
Inform patients of relevant charges for Non-NHS services, accept payment and issue receipts for same
Update patient details to ensure correct and accurate details are held, i.e. correct address and telephone number
Accurately scan and attach clinical and administrative information/correspondence onto patients records
Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen
Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
Issue correct and appropriate specimen containers and forms and ensure the correct information is obtained and completed on return of the specimen
Raise service requests with members of the wider healthcare team including District Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other services
Maintain supplies of stationery in consulting rooms and reception area
Open up premises at the start of the day when first to arrive, de- activate alarm and make all necessary preparations to receive patients
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
Ensure that the reception area is tidy at the end of each surgery session in preparation for incoming colleagues
Organise the reception and waiting areas maintaining a tidy work area and a professional appearance of patient leaflets and notice boards
Provision of refreshments as required, keeping kitchen area clean & tidy and ensuring all dishes are washed
Undertake any other additional duties appropriate to the post as requested by The Partners or the practice manager
OTHER DUTIES & RESPONSIBILTIES
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff respect their privacy and act appropriately
All information gained during employment relating to practice business, patients and their carers, practice staff or other healthcare workers must remain confidential at all times
Information relating to patients, carers, colleagues, other healthcare workers of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal data and sensitive data
Take responsibility for the coordination of procedures to safeguard confidentiality
Health & Safety
To assist in promoting and maintaining health, safety and security as defined in the practice Health & Safety Policy to include:
Using personal security systems within the practice according to practice guidelines
Identify risks involved in work activities and undertaking such activities in a way that manages those risks
Make effective use of training and up-date knowledge and skills
Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Report potential risks identified
Equality and Diversity
Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation
Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights
Personal/Professional Development
Participate in any training programme implemented by the practice including Statutory and Mandatory training as required
Participation in an annual performance review
Responsible for maintaining a record of own personal and/or professional development
Responsible for own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work
Maintain quality within the practice
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities
Make suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patient needs
Effectively manage own time, workload and resources
Communication
Recognise the importance of effective communication within the team
Communicate effectively with all visitors to the practice
Recognise peoples needs for alternative methods of communication and respond accordingly
Contribute to the implementation of services
Apply practice policies, standards and guidance
Discuss with other members of the team how these affect own work
Participate in audits
Make suggestions and recommendation of how to change/improve services provided
Please note that as a member of the practice team, you should:
Implement maximum flexibility of work to maintain a high level of efficiency, i.e. working in any area of the practice if requested to do so, according to the needs of the practice
Comply at all times to the Staff Contract, Standard Operating Procedures and any other practice rules and procedures, including CQC policies, Data Protection and GDPR
Working Environment
The role will usually be based within the practice; however a temporary transfer or secondment may be required to other parts of the practice or alternative locations in case of an emergency or if the needs of the practice or PCN require
This job description is not intended to be an exhaustive list of all the tasks you will ever be expected to do, it is merely a guide to the main ones. The Practice Manager may well allocate other tasks to you from time to time and they will be discussed with you at the time
Person SpecificationPerson Specification
Knowledge and Skills
Essential
Desirable
Experience
Essential
Desirable
Qualifications
Essential
Desirable
Knowledge and Skills
Essential
Desirable
Experience
Essential
Desirable
Qualifications
Essential
Desirable
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
Trinity Medical Centre
Address
Uttoxeter Road
Blythe Bridge
Stoke-on-Trent
ST11 9HQ
Employer's website
Employer details
Employer name
Trinity Medical Centre
Address
Uttoxeter Road
Blythe Bridge
Stoke-on-Trent
ST11 9HQ
Employer's website
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.
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