Receptionist/Administrator

Job summary

An exciting opportunity has become available for a full time Administrative Assistant / Receptionist at Ripon Spa Surgery, a busy friendly semi-rural Practice. Teamwork is essential to this role as you will be working within our already well-established administration team. The ideal candidate should be a compassionate, calm and well-motivated individual who has a lovely telephone manner, be able to work under pressure with good organisational and computer skills.

Main duties of the job

We are seeking enthusiastic and dynamic applicants. The role is varied and would suit an individual who has previous GP Practice experience, although not essential. You will need to be organised and able to prioritise your own workload. Full training will be provided to the successful candidate.

Within this position you will be required to maintain strict confidentiality and will be expected to always deal with patients and relatives with courtesy and discretion.

About us

Ripon Spa Surgery is a GP practice based in Ripon, Yorkshire, recently under new management and committed to delivering high-quality, patient-centred primary care. The practice provides comprehensive services aimed at meeting the health needs of the local community with a focus on accessibility, continuity, and compassionate care.

Services include routine and urgent appointments, chronic disease management, preventative health programmes, minor illness care, and access to a multidisciplinary healthcare team. Under the new management, Ripon Spa Surgery is focused on modernising systems, enhancing patient experience, supporting staff development, and working closely with local health partners to ensure safe, effective, and responsive care for all patients.

Job responsibilities

• Provide cover for the telephone results line, communicating test results to patients in line with practice protocols.
• Workflow within the clinical system
• Supporting recall systems
• Handling patient queries where appropriate
• Provide administrative support to cover for colleagues; scan, file, and accurately attach incoming documents to patient records, medical reports, scanning of documents, opening post.
• Work with colleagues to support with typing of referral letters

(training will be provided).

• Coding of letters on to patient records from hospitals, A&E attendances etc (training will be provided).
• Managing and actioning day-to-day tasks, including emails.
• Support general practice administrative tasks as required.
• Data entry of new and temporary registrations and relevant patient information.
• Answering incoming calls, transferring calls, responding to patients.
• Organising, implementing and liaising with patients for Patient Participation Group Meetings.

• To have knowledge of all practice procedures and to work in accordance to written protocols
• To provide administrative support and cover duties for other members of staff if required
• Welcoming patients upon arrival at the front desk of the surgery
• Making appointments for patients via telephone or face to face
• Handling queries from patients and diverting them to the right department
• Handing completed repeat prescriptions to patients and checking names and address
• Dealing with doctors visit requests and printing the relevant information for the doctor
• Maintaining the reception area to a professional standard

Person specification

Qualifications

Essential

• Excellent attention to detail and accuracy.
• Good IT skills and ability to work with clinical systems.
• High attention to detail
• Strong organisational and time management skills.
• Ability to maintain strict patient confidentiality.
• Good communication skills and a professional, calm manner.
• Ability to work independently and as part of a team.
• Lovely telephone manner

Desirable

• Previous experience in a GP practice or healthcare setting.
• Familiarity with GP clinical systems
• Excellent communication skills both verbal and written
• Self-motivated
• Ability to prioritise workload in order to meet conflicting demands and deadlines
• Ability work as part of a team and individually