Receptionist - Fishguard Health Centre inFishguard inFishguard PUBLISHED 4 JUN 2024

GP Practice in Wales

Dealing with enquiries from patients and external agencies in person and over the phone.
Job summary

We are looking for a part time Receptionist/Administrator to join our friendly team, someone who is confident in dealing with members of the public in a calm and professional manner. This is a diverse role within a busy and interesting GP practice, you will project a positive and friendly image to patients and other visitors, either in person or by phone, and a smooth, punctual, effective and efficient reception and administration service.

Main duties of the job

Our reception team is integral to the smooth running of our practice and provides high quality and patient focused care. The role is patient focussed and you will carry out a variety of roles including:
  • Welcoming all patients and visitors to the surgery
  • Dealing with enquiries from patients and external agencies in person and over the phone
  • Processing prescription requests
  • Signposting patients to the correct service
  • Summarising medical notes
You will work alongside a team of receptionists and administrators to deliver excellent customer care.

About us

Fishguard Health Centre is a rural costal practice providing medical services for 9,500 patients. Staff benefit from modern facilities and NHS pension. The clinical staff consists of four GP partners with 3 salaried GP's, 3 Practice Nurses and a Health Care Assistant, along with a managerial, administrative and reception team. In 2026 the surgery plans to move to a modern purpose built community health and well being centre.

Job description

Job responsibilities


JOB SUMMARY/PURPOSE


This is a diverse role within a busy and interesting GP practice. Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone; providing a smooth, punctual, effective and efficient reception and administrative service; and ensuring that the appointment system is run efficiently.

Receive, assist, and direct patients in accessing appropriate services or healthcare professionals in a courteous, efficient, and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of front of house reception duties and provide clerical support to clinical staff and other members of the practice team.

Facilitate effective communications between patients, members of the primary health care team, secondary care, and other associated agencies.


MAIN DUTIES AND RESPONSIBILITIES


The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the duties listed below. Duties may be varied from time to time under the direction of the Reception Team Lead/Deputy Practice Manager dependant on current and evolving practice workload and staffing levels.


Reception


  • Maintaining and monitoring the practice appointment system
  • Processing personal and telephone requests efficiently and effectively, ensuring callers are directed in accordance with the care navigation pathway, with appointments, visits and telephone consultations just some of the options on that pathway
  • Registering patients and explaining practice arrangements and requirements for new and temporary patients in line with practice protocols
  • Managing requests for home visits and emergency situations in accordance with practice protocols
  • Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
  • Ensure patients are informed if a GP is running late or called out
  • Clearing and re-stocking of consulting rooms with office stationery as required
  • Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter
  • Acting as a chaperone for clinicians if appropriately trained (training is provided)
  • Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy
  • Advise patients of relevant charges for non-NHS services, accept payments and issue receipts
  • Awareness of Information Governance and its impact on the reception/admin team, quickly directing Individual Rights or Subject Access requests in accordance with practice protocol, informing Deputy Practice Manager by email and completing appropriate register
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures, including managing the actions through the reception workflow process
  • Monitoring the enquiries and personal email, reading and responding to all emails promptly
  • Processing and distributing incoming and outgoing mail
  • Taking messages and passing on information
  • Ordering, re-ordering and monitoring of sundry kitchen supplies
  • Filing and retrieving paperwork
  • Receiving complaints in a calm and courteous manner, ensuring they are directed swiftly to either the Deputy Practice Manager or Practice Manager, to facilitate the most satisfactory outcome
  • Opening/locking up procedures and maintaining security (ensuring all windows are closed at the end of the day for example), in accordance with practice protocols

Administration


  • Provide clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Summarise medical notes of patients
  • Use a clinical coding system for coding medical information onto practice system
  • Assisting with the flu, shingles and blood pressure lists, contacting patients to come in for appointments
  • Processing repeat prescriptions in accordance with practice guidelines
  • Keeping the scanning up to date as and when required
  • Dealing with the path lab results (including blood results) and ensuring patients are followed up to request their results
This job description is not an exhaustive task list, but reflects the main areas of responsibility and authority of the post


Key Relationships


Demonstrate professional, well established and effective communication skills, both internal and external to the practice working collaboratively with the administration, clinical and GP teams.


General


To support the Reception Team Lead and Deputy Practice Manager to ensure services delivered to patients and staff are managed in an open and honest environment which promotes understanding, trust, respect and compassion.

Job description
Job responsibilities


JOB SUMMARY/PURPOSE


This is a diverse role within a busy and interesting GP practice. Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone; providing a smooth, punctual, effective and efficient reception and administrative service; and ensuring that the appointment system is run efficiently.

Receive, assist, and direct patients in accessing appropriate services or healthcare professionals in a courteous, efficient, and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of front of house reception duties and provide clerical support to clinical staff and other members of the practice team.

Facilitate effective communications between patients, members of the primary health care team, secondary care, and other associated agencies.


MAIN DUTIES AND RESPONSIBILITIES


The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the duties listed below. Duties may be varied from time to time under the direction of the Reception Team Lead/Deputy Practice Manager dependant on current and evolving practice workload and staffing levels.


Reception


  • Maintaining and monitoring the practice appointment system
  • Processing personal and telephone requests efficiently and effectively, ensuring callers are directed in accordance with the care navigation pathway, with appointments, visits and telephone consultations just some of the options on that pathway
  • Registering patients and explaining practice arrangements and requirements for new and temporary patients in line with practice protocols
  • Managing requests for home visits and emergency situations in accordance with practice protocols
  • Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
  • Ensure patients are informed if a GP is running late or called out
  • Clearing and re-stocking of consulting rooms with office stationery as required
  • Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter
  • Acting as a chaperone for clinicians if appropriately trained (training is provided)
  • Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy
  • Advise patients of relevant charges for non-NHS services, accept payments and issue receipts
  • Awareness of Information Governance and its impact on the reception/admin team, quickly directing Individual Rights or Subject Access requests in accordance with practice protocol, informing Deputy Practice Manager by email and completing appropriate register
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures, including managing the actions through the reception workflow process
  • Monitoring the enquiries and personal email, reading and responding to all emails promptly
  • Processing and distributing incoming and outgoing mail
  • Taking messages and passing on information
  • Ordering, re-ordering and monitoring of sundry kitchen supplies
  • Filing and retrieving paperwork
  • Receiving complaints in a calm and courteous manner, ensuring they are directed swiftly to either the Deputy Practice Manager or Practice Manager, to facilitate the most satisfactory outcome
  • Opening/locking up procedures and maintaining security (ensuring all windows are closed at the end of the day for example), in accordance with practice protocols

Administration


  • Provide clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Summarise medical notes of patients
  • Use a clinical coding system for coding medical information onto practice system
  • Assisting with the flu, shingles and blood pressure lists, contacting patients to come in for appointments
  • Processing repeat prescriptions in accordance with practice guidelines
  • Keeping the scanning up to date as and when required
  • Dealing with the path lab results (including blood results) and ensuring patients are followed up to request their results
This job description is not an exhaustive task list, but reflects the main areas of responsibility and authority of the post


Key Relationships


Demonstrate professional, well established and effective communication skills, both internal and external to the practice working collaboratively with the administration, clinical and GP teams.


General


To support the Reception Team Lead and Deputy Practice Manager to ensure services delivered to patients and staff are managed in an open and honest environment which promotes understanding, trust, respect and compassion.

Person Specification

Experience

Essential

  • Working in an administrative and/or public facing/receptionist role
  • Working in teams/multidisciplinary environments
  • Dealing with stressful and demanding situations
  • Excellent customer service and communication skills, verbally and in writing
  • Ability to plan and organise own workload
  • Caring, compassionate and empathetic
Qualifications

Essential

  • NVQ Level 2 or relevant equivalent experience
  • Knowledge and understanding of primary care
  • Good understanding of MS Office 365 including Word, Excel and Outlook
Desirable

  • GCSE English and Maths
  • Relevant professional qualification
Aptitude

Desirable

  • Welsh speaker
Person Specification
Experience

Essential

  • Working in an administrative and/or public facing/receptionist role
  • Working in teams/multidisciplinary environments
  • Dealing with stressful and demanding situations
  • Excellent customer service and communication skills, verbally and in writing
  • Ability to plan and organise own workload
  • Caring, compassionate and empathetic
Qualifications

Essential

  • NVQ Level 2 or relevant equivalent experience
  • Knowledge and understanding of primary care
  • Good understanding of MS Office 365 including Word, Excel and Outlook
Desirable

  • GCSE English and Maths
  • Relevant professional qualification
Aptitude

Desirable

  • Welsh speaker
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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

GP Practice in Wales
Address

Fishguard Health Centre

Ropewalk

Fishguard

Dyfed

SA65 9BT

Employer's website
Job summary

We are looking for a part time Receptionist/Administrator to join our friendly team, someone who is confident in dealing with members of the public in a calm and professional manner. This is a diverse role within a busy and interesting GP practice, you will project a positive and friendly image to patients and other visitors, either in person or by phone, and a smooth, punctual, effective and efficient reception and administration service.

Main duties of the job

Our reception team is integral to the smooth running of our practice and provides high quality and patient focused care. The role is patient focussed and you will carry out a variety of roles including:
  • Welcoming all patients and visitors to the surgery
  • Dealing with enquiries from patients and external agencies in person and over the phone
  • Processing prescription requests
  • Signposting patients to the correct service
  • Summarising medical notes
You will work alongside a team of receptionists and administrators to deliver excellent customer care.

About us

Fishguard Health Centre is a rural costal practice providing medical services for 9,500 patients. Staff benefit from modern facilities and NHS pension. The clinical staff consists of four GP partners with 3 salaried GP's, 3 Practice Nurses and a Health Care Assistant, along with a managerial, administrative and reception team. In 2026 the surgery plans to move to a modern purpose built community health and well being centre.

Job description

Job responsibilities

JOB SUMMARY/PURPOSE


This is a diverse role within a busy and interesting GP practice. Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone; providing a smooth, punctual, effective and efficient reception and administrative service; and ensuring that the appointment system is run efficiently.

Receive, assist, and direct patients in accessing appropriate services or healthcare professionals in a courteous, efficient, and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of front of house reception duties and provide clerical support to clinical staff and other members of the practice team.

Facilitate effective communications between patients, members of the primary health care team, secondary care, and other associated agencies.

MAIN DUTIES AND RESPONSIBILITIES


The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the duties listed below. Duties may be varied from time to time under the direction of the Reception Team Lead/Deputy Practice Manager dependant on current and evolving practice workload and staffing levels.

Reception


  • Maintaining and monitoring the practice appointment system
  • Processing personal and telephone requests efficiently and effectively, ensuring callers are directed in accordance with the care navigation pathway, with appointments, visits and telephone consultations just some of the options on that pathway
  • Registering patients and explaining practice arrangements and requirements for new and temporary patients in line with practice protocols
  • Managing requests for home visits and emergency situations in accordance with practice protocols
  • Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
  • Ensure patients are informed if a GP is running late or called out
  • Clearing and re-stocking of consulting rooms with office stationery as required
  • Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter
  • Acting as a chaperone for clinicians if appropriately trained (training is provided)
  • Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy
  • Advise patients of relevant charges for non-NHS services, accept payments and issue receipts
  • Awareness of Information Governance and its impact on the reception/admin team, quickly directing Individual Rights or Subject Access requests in accordance with practice protocol, informing Deputy Practice Manager by email and completing appropriate register
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures, including managing the actions through the reception workflow process
  • Monitoring the enquiries and personal email, reading and responding to all emails promptly
  • Processing and distributing incoming and outgoing mail
  • Taking messages and passing on information
  • Ordering, re-ordering and monitoring of sundry kitchen supplies
  • Filing and retrieving paperwork
  • Receiving complaints in a calm and courteous manner, ensuring they are directed swiftly to either the Deputy Practice Manager or Practice Manager, to facilitate the most satisfactory outcome
  • Opening/locking up procedures and maintaining security (ensuring all windows are closed at the end of the day for example), in accordance with practice protocols

Administration


  • Provide clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Summarise medical notes of patients
  • Use a clinical coding system for coding medical information onto practice system
  • Assisting with the flu, shingles and blood pressure lists, contacting patients to come in for appointments
  • Processing repeat prescriptions in accordance with practice guidelines
  • Keeping the scanning up to date as and when required
  • Dealing with the path lab results (including blood results) and ensuring patients are followed up to request their results
This job description is not an exhaustive task list, but reflects the main areas of responsibility and authority of the post

Key Relationships


Demonstrate professional, well established and effective communication skills, both internal and external to the practice working collaboratively with the administration, clinical and GP teams.

General


To support the Reception Team Lead and Deputy Practice Manager to ensure services delivered to patients and staff are managed in an open and honest environment which promotes understanding, trust, respect and compassion.

Job description
Job responsibilities

JOB SUMMARY/PURPOSE


This is a diverse role within a busy and interesting GP practice. Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone; providing a smooth, punctual, effective and efficient reception and administrative service; and ensuring that the appointment system is run efficiently.

Receive, assist, and direct patients in accessing appropriate services or healthcare professionals in a courteous, efficient, and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of front of house reception duties and provide clerical support to clinical staff and other members of the practice team.

Facilitate effective communications between patients, members of the primary health care team, secondary care, and other associated agencies.

MAIN DUTIES AND RESPONSIBILITIES


The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the duties listed below. Duties may be varied from time to time under the direction of the Reception Team Lead/Deputy Practice Manager dependant on current and evolving practice workload and staffing levels.

Reception


  • Maintaining and monitoring the practice appointment system
  • Processing personal and telephone requests efficiently and effectively, ensuring callers are directed in accordance with the care navigation pathway, with appointments, visits and telephone consultations just some of the options on that pathway
  • Registering patients and explaining practice arrangements and requirements for new and temporary patients in line with practice protocols
  • Managing requests for home visits and emergency situations in accordance with practice protocols
  • Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
  • Ensure patients are informed if a GP is running late or called out
  • Clearing and re-stocking of consulting rooms with office stationery as required
  • Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter
  • Acting as a chaperone for clinicians if appropriately trained (training is provided)
  • Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy
  • Advise patients of relevant charges for non-NHS services, accept payments and issue receipts
  • Awareness of Information Governance and its impact on the reception/admin team, quickly directing Individual Rights or Subject Access requests in accordance with practice protocol, informing Deputy Practice Manager by email and completing appropriate register
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures, including managing the actions through the reception workflow process
  • Monitoring the enquiries and personal email, reading and responding to all emails promptly
  • Processing and distributing incoming and outgoing mail
  • Taking messages and passing on information
  • Ordering, re-ordering and monitoring of sundry kitchen supplies
  • Filing and retrieving paperwork
  • Receiving complaints in a calm and courteous manner, ensuring they are directed swiftly to either the Deputy Practice Manager or Practice Manager, to facilitate the most satisfactory outcome
  • Opening/locking up procedures and maintaining security (ensuring all windows are closed at the end of the day for example), in accordance with practice protocols

Administration


  • Provide clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Summarise medical notes of patients
  • Use a clinical coding system for coding medical information onto practice system
  • Assisting with the flu, shingles and blood pressure lists, contacting patients to come in for appointments
  • Processing repeat prescriptions in accordance with practice guidelines
  • Keeping the scanning up to date as and when required
  • Dealing with the path lab results (including blood results) and ensuring patients are followed up to request their results
This job description is not an exhaustive task list, but reflects the main areas of responsibility and authority of the post

Key Relationships


Demonstrate professional, well established and effective communication skills, both internal and external to the practice working collaboratively with the administration, clinical and GP teams.

General


To support the Reception Team Lead and Deputy Practice Manager to ensure services delivered to patients and staff are managed in an open and honest environment which promotes understanding, trust, respect and compassion.

Person Specification

Experience

Essential

  • Working in an administrative and/or public facing/receptionist role
  • Working in teams/multidisciplinary environments
  • Dealing with stressful and demanding situations
  • Excellent customer service and communication skills, verbally and in writing
  • Ability to plan and organise own workload
  • Caring, compassionate and empathetic
Qualifications

Essential

  • NVQ Level 2 or relevant equivalent experience
  • Knowledge and understanding of primary care
  • Good understanding of MS Office 365 including Word, Excel and Outlook
Desirable

  • GCSE English and Maths
  • Relevant professional qualification
Aptitude

Desirable

  • Welsh speaker
Person Specification
Experience

Essential

  • Working in an administrative and/or public facing/receptionist role
  • Working in teams/multidisciplinary environments
  • Dealing with stressful and demanding situations
  • Excellent customer service and communication skills, verbally and in writing
  • Ability to plan and organise own workload
  • Caring, compassionate and empathetic
Qualifications

Essential

  • NVQ Level 2 or relevant equivalent experience
  • Knowledge and understanding of primary care
  • Good understanding of MS Office 365 including Word, Excel and Outlook
Desirable

  • GCSE English and Maths
  • Relevant professional qualification
Aptitude

Desirable

  • Welsh speaker
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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

GP Practice in Wales
Address

Fishguard Health Centre

Ropewalk

Fishguard

Dyfed

SA65 9BT

Employer's website


inFishguard
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