Receptionist/administrator

**ADVERT**

**Post for Receptionist/ Administrator**

**Salary: Competitive salary ~ dependent on qualifications & experience**

**Closing date: Friday 15th August 2025**

**Previous applicants, please do not re-apply**

Applications are invited for the post of Receptionist/ Administrator.

Milton Surgery is a friendly and progressive GP Practice with a reputation for excellent person-centered care and innovated working. We are a well-established and respected Medical Practice, consisting of 8,000 patients circa, working from a custom built Health Centre in North East of Edinburgh. Milton Surgery is within easy commute from the centre of Edinburgh and is within easy reach of The Borders, Glasgow, Fife and surrounding areas with good road and rail links providing easy access to the Practice and its many local amenities. We are a 6 GP Partnership, supported by 2 Salaried GPs, 1 Retainer GP, 2 Practice Nurses, 1 HCA and an experienced administrative team. This is a paperlite and Vision/Docman practice.

We are delighted to be expanding our administration team and we require a Receptionist/ Administrator to work on a rotational basis (early, middle and late shifts, exact times will vary due to contracted hours) but these will be between the hours of 7.30am-6pm Monday to Friday. We are a busy and friendly GP Practice in Edinburgh. We are looking for someone who is enthusiastic, forward thinking, highly motivated, that will fit well into our team and will work hard to provide an excellent person centred care administrative service to our patients and our GPs. This is an exciting, varied and fast paced role with tasks including reception and telephone cover, prescription administration, patient record summarising, audio typing, document workflow management, dealing with medical reports et al.

**We are looking for someone who is keen to develop this role further.**

**Previous General Practice and/ or extensive admin & customer service experience is essential**.

General contact and informal enquiries to Elaine Jenkins, Practice Manager

**Job Description for post of Receptionist/Administrator**

**Main purpose of post**: To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff. To provide administrative support to the immediate and wider Practice team.

**Responsible to**: Assistant Practice Manager/ Practice Manager

**MAJOR DUTIES AND RESPONSIBILITIES OF THE POST (short summary, not definitive)**

**Reception Duties**

Monitor flow of patients within the Practice and respond to queries. Manage the appointments system and report any problems or variations to the Reception Supervisor/Practice Manager. Ensure smooth operation of the telephone system, receiving, diverting calls and taking messages.

**Management of Medical Records**

Deal with all incoming and outgoing medical records including summarising. Maintain and update computerised registration/clinical database. Carry out procedures for all aspects of registration. Maintain and update patient correspondence via the Docman system. Pulling of information from electronic casenotes as required eg blood results.

**Statistical and data input**

Input statistical information and data as required using Vision including summarising of hospital letters, Child Health Surveillance, immunisations and vaccinations etc.

Updating and inputting patient for information with smoking status etc

**Individual tasks**

Take responsibility for a specific area of work.

**Administrative duties**

Telephone calls to hospitals, care homes and patients for ambulances etc as required.

Follow procedure for prescription requests and order stationery/ stock or advise relevant personnel of stationery/ stock requirements

Typing of correspondence & processing medical report requests

Photocopying, faxing, scanning etc

Carry out any tasks as allocated

**Start and end of day procedures**

Carry out duties to open and close Practice as appropriate

**Any other delegated duties considered appropriate to the post**

**PERSON SPECIFICATION**

**Requirements of the post**
- An understanding, acceptance and adherence to the need for strict confidentiality and professionalism at all times.
- Excellent customer service skills
- Ability to use own judgement, resourcefulness and common sense to respond to’ enquiries and requests
- Excellent communication skills
- A positive and pro-active attitude and flexible approach to work, patients and colleagues
- Ability to think “outside the box” and see the bigger picture
- Must be team orientated
- The ability to self-motivate, organise and prioritise workload for yourself and colleagues.
- Adherence of responsibilities regarding Health and Safety within the workplace.

**Person Specification**

**Essential**

**Desirable**

Knowledgeable of the NHS, specifically; Primary Care and the demands of direct patient contact

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Medical Terminology

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Excellent Keyboard Ski