Administrator
| Posting date: | 12 February 2026 |
|---|---|
| Salary: | £12.21 per hour |
| Additional salary information: | £12.21 an hour |
| Hours: | Full time |
| Closing date: | 01 March 2026 |
| Location: | Exeter, EX1 1SB |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A2310-26-0000 |
Summary
You will be the first person to greet the patient / visitor, either in person or on the telephone and you will focus on ensuring you provide the highest professional service in an efficient and friendly manner. As a member of the reception team, you will enjoy making a difference to every person who walks through our doors. This is a varied role, and you will be expected to support patients and visitors who attend at the practice for medical advice, treatment and support. You will be pivotal in directing and assisting patients in accessing services. You will be a positive team player who will support the full practice team assisting where you can ensure the overall safe and effective running of the surgery. KEY RESPONSIBILITIES: Duties may be varied from time to time under the direction of the Operations Manager, dependant on the current and evolving workload and staffing levels. These duties will include: Patient/ Customer Care To meet and greet patients, and project a professional, positive and friendly image to patients and other visitors, either in person or via the telephone. Be an effective communicator with patients, members of the community primary care team, secondary care and other associated healthcare agencies. Liaise with district nurses, midwives and other professionals within the community teams, on behalf of patients Maximise and support the efficiency of the reception service provided to patients and any other visitors to the Practice Play an active role in the co-ordination, and supporting patient surveys Offer solutions and actively listen to patients to resolve issues. Deal with complex and sensitive issues with compassion and care, adhering to any applicable Data Protection legislation. Arrange appointments and provide information in line with practice protocols and policies. Receive specimens for laboratory analysis from patients and advise patients of their test results on request Arrange patient transport as directed Be a customer service champion, supporting patients Appointment Booking Assist and direct patients in accessing a healthcare professional using sign posting to the most appropriate appointments using in-house triage guidance. Deal with all general enquiries, explain procedures and make new and follow-up appointments. Ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Book appointments ensuring sufficient information is recorded to ensure retrieval and accurate notes and use of the medical record. Monitor flow of patients into consulting and treatment rooms Maintain and monitor the practice appointments system, adding clinics and amending slots as directed Prescriptions Receive requests for repeat prescriptions from patients, pharmacy and care home staff, and process these in a timely and accurate manner Dealing with prescription enquiries from patients and local pharmacists, resolving issues at first point of contact Identifying and suggesting ways of how to improve the repeat prescription process. Patient Registrations and Record Management Adhere to Practice arrangements and formal requirements to register new patients and those seeking temporary cover and ensure procedures are completed. Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to Support with deductions and ensure that patient records are collected in a timely manner Update key geographic information and telephone numbers to ensure accurate records. Actively review patients as in or out of area on registration or change of address IT and Online Services Support patients in accessing online services for prescription requests and accessing medical records setting up accounts as required. Ensure you develop a thorough knowledge of SystmOne and other IT suites such as AccuRX and IGPR. Document Administration Administer Practice email accounts Scan paper documents into the patient record Manage all electronic incoming documents, coding the source and subject of documents Electronically file documents on relevant patient record according to protocols and procedure. Identify relevant clinical information contained in documents and code the patient record on the Practice clinical system accordingly Work-flow the document to the most appropriate clinician Code additional document content onto the patient record at the request of clinicians E-Referrals Send all referrals via Choose & Book or as appropriate, when required. Monitor choose and book referrals, co-ordinating rejected referrals and maintaining data on referrals sent. Maintain up-to date data on referrals sent, logging/ coding referrals as appropriate. Amend patient address/details when necessary Contact patients regarding any missing information, arranging practice appointments when necessary. Review information on sent referrals and update patients as and when required. Miscellaneous Support and maintain the paperwork in relation to deaths certification and send bereavement cards Collate patient data as directed and support with recall. Facilities Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter. Keep the reception well-stocked with stationery and other supplies Ordering this may be stationery and office supplies, consumables or medical/clinical supplies ordered under the supervision of one of the Nursing staff Transfer telephones to and from the out of hours service as necessary Maintain a thorough knowledge of all Practice procedures and work in accordance of written protocols Open and Close down procedures - ensure building security- have a thorough knowledge of doors/ windows/ alarm. Other Tasks Undertake a variety of tasks to assist in the smooth running of the practice, contacting patients as requested by managers and clinical staff when required. Responding to alerts. To maintain a thorough knowledge of all Practice procedures and work in accordance of written protocols Contribute to the development and improvement of services to patients To assist your colleagues in learning new procedures and offering support across the team when required. To act as a mentor and/or buddy for new team members and apprentices within the team. Assisting the Operations Manager with induction and training. Open, record, distribute and dispatch incoming mail to the relevant recipient Accept and action messages for Clinicians using SystmOne task system as appropriate. Advise patients of appropriate charges for private services, accept payment and issue receipts. Providing administrative support for and identifying newly registered carers, providing carers packs. Advise patients of relevant charges for private (non General Medical Services) services, such as letters and vaccinations, accept payment and issue receipts for same. Maintain petty cash records.