Practice Administration Assistant​/Receptionist

Practice Administration Assistant

Job Summary:

This is an exciting opportunity for a part‑time Practice Administration Assistant to join our team at The Valleys. Based at Moss Valley Medical Practice, the Partnership is looking for a motivated, enthusiastic, reliable administrator with excellent customer service skills to join our friendly, focused and professional patient‑facing administration team.

About Us

We are a successful Partnership with 6 GP Partners and one Pharmacist Partner. We have a practice population of approximately 12,400 and are based across two sites:
Moss Valley Medical Practice in Eckington, and Gosforth Valley Medical Practice  are a "Good" practice, patient‑focused and consistently securing high achievement in terms of QOF. We are proud of our training practice status and welcome new and innovative approaches to patient care.

Job Details

Salary: £12.41 an hour

Contract:

Permanent
Working Pattern:
Part‑time
Reference number: A
Job locations:
Gosber Road, Eckington, Sheffield, S21 4BZ

Job Responsibilities

• Ensure surgery premises are appropriately stewarded and kept tidy.
• Administer the appointments system.
• Handle enquiries from patients efficiently and courteously.
• Complete administrative duties for the practice (primarily computer‑based) accurately, efficiently and promptly.
• Communicate effectively with all Primary Healthcare Team members.
• Provide holiday and sickness cover for absent colleagues.

Key Tasks

• Open the premises and check heating, ventilation, and safety risks.
• Resume telephone services and set answerphones.
• Ventilate and tidy the waiting room.
• Keep the reception area tidy and ready for use.
• Close the premises, check telephone answerphones, lights, and secure the building.

Appointments System Administration

• Receive and marshal patients on arrival.
• Make new and follow‑up appointments.
• Receive and record requests for home visits and telephone consultations.
• Collate appointment statistics as requested by the practice manager or partners.

Patient Enquiries

• Provide general information to patients.
• Answer enquiries.
• Register new patients.
• Explain surgery procedures.
• Receive and process requests for repeat (and acute) prescriptions.
• Complete relevant forms.
• Receive and process patient payments.

Secretarial Duties

• Access and file patient paper records as requested by clinicians or the Practice Manager.
• Update the computerized patient records as required.
• Return requested records with computer print‑out to the Registrations Department.
• Type letters and other documents as requested.
• Process referrals.
• Provide regular data to Primary Care organisations as requested.
• Administer patient recall systems.
• Issue invitations for health promotion activities.
• Administer office supplies stock.
• Photocopy and file documents.
• Help with newsletter/poster campaigns.
• Computer entry of summarized notes.

Communication with the Healthcare Team

• Receive, record, and pass messages for other Primary Health Care Team members.
• Complete all tasks allocated to you personally or to your team.
• Delegate unfinished tasks to a colleague at shift change and provide information on any unresolved or urgent matters.

Holiday and Sickness Cover

• Plan cover for absent colleagues as per the contract schedule.
• Provide ad‑hoc cover for unforeseen circumstances.

Miscellaneous / Other Duties

• Make tea and coffee.
• Other duties, which may be required, consistent with the responsibilities of the post as it now stands and as it develops over time.

Person Specification Experience

• Experience in a customer‑facing environment or care setting.

Desirable skills:
• Previous experience of working with Systm One.
• Previous experience of working within the NHS.
• Previous experience of working within general practice.

Skills and Knowledge

Essential:
• Good keyboard skills.
• Able to communicate effectively (written & verbal) at all levels.
• Ability to multitask and prioritise workloads.
• Able to remain calm under pressure.
• Assertive whilst appropriately empathetic.
• Tact and diplomacy.
• Work independently and as part of a team.
• Self‑confident.
• Maintain confidentiality.
• Recognise personal limits of competence.

Desirable:
• Solid computer skills including Microsoft Office.
• A basic understanding of General Practice.

Quali…