Medical Secretary jobs in Cardiff Bay

Grange Medical Practice is a busy, friendly GP practice based in Grangetown, Cardiff. We pride ourselves on working together as a team to provide the best possible service to our patients and local community.

Grange Medical Practice – Grangetown, Cardiff

Job Title: Experienced GP Receptionist
Location: Grange Medical Practice, Grangetown, Cardiff
Responsible to: Practice Manager
Hours: 30 hours, Monday-Friday
Salary: TBC

Job Purpose

To provide an efficient, professional, friendly and confidential reception service to patients, clinicians and colleagues at Grange Medical Practice.

The successful candidate will have previous experience working as a GP receptionist within a general practice setting and will be confident in managing patient registrations, appointment booking, telephone enquiries, patient check-in and the administrative duties associated with a busy GP surgery.

The postholder must be organised, reliable, approachable and able to work independently, use their initiative and prioritise competing demands while maintaining a high standard of patient care and confidentiality.

Key Responsibilities. Reception and Patient Services

• Welcome patients and visitors in a friendly, professional and courteous manner.
• Check patients in for appointments and notify clinicians of their arrival using the practice's systems.
• Manage the reception desk efficiently while dealing with patients face to face and telephone enquiries.
• Assist patients with general enquiries and direct them to the appropriate service or member of staff.
• Maintain a calm, helpful and professional approach when dealing with upset, anxious or dissatisfied patients.
• Respect patient dignity, equality, diversity and individual needs at all times.

2. Appointment Booking and Management

• Book, amend and cancel appointments in accordance with practice procedures.
• Understand the practice appointment system.
• Allocate appointments appropriately, following agreed protocols and seeking clinical advice when required.
• Manage telephone and online appointment requests in line with practice policy.
• Monitor appointment availability and communicate any booking issues to the appropriate team member.
• Record accurate information on the clinical system and ensure appointments are entered correctly.
• Understand the importance of identifying urgent requests and escalating them promptly in accordance with practice procedures.

3. Telephone Management

• Answer incoming telephone calls promptly and professionally.
• Handle a high volume of calls while remaining calm, courteous and efficient.
• Establish the reason for each call and direct enquiries to the appropriate person or service.
• Take accurate messages and ensure they are passed to the correct member of staff in a timely manner.
• Follow practice procedures when handling urgent or potentially urgent patient enquiries, without undertaking clinical triage unless appropriately trained and authorised.
• Deal with routine patient queries within the limits of the role.
• Maintain patient confidentiality when speaking on the telephone and verify identity where required.

4. Patient Registrations

• Register new patients in accordance with NHS Wales and practice procedures.
• Process new patient registration forms and check that all required information has been provided.
• Enter patient demographic details accurately into the clinical system.
• Check patient details, including name, date of birth, address, telephone numbers and NHS number where available.
• Process changes of address, contact details and other patient demographic information.
• Follow procedures for patient deductions, transfers and registration queries where applicable.
• Identify incomplete or inconsistent information and follow it up appropriately.
• Ensure registration paperwork and electronic records are handled securely.

5. Clinical System and Administrative Duties

• Use the practice clinical system, EMIS Web, to undertake reception and administrative tasks.
• Maintain accurate patient records and update demographic information as required.
• Scan, file and process correspondence and documents in accordance with practice procedures and training.
• Forward administrative messages, document queries and requests to the appropriate team.
• Assist with patient recalls and routine administrative tasks when required.
• Follow procedures for handling prescriptions, prescription queries and requests, referring these to the appropriate staff member where necessary.
• Keep electronic and paper records organised and up to date.
• Undertake general administrative duties to support the smooth running of the practice.

6. Confidentiality, Information Governance and Safeguarding

• Maintain strict patient confidentiality at all times.
• Comply with UK GDPR, the Data Protection Act 2018, NHS Wales information governance requirements and practice policies.
• Handle sensitive patient information securely and only access records where there is a legitimate work-related reason.
• Follow practice safeguarding procedures and promptly report concerns to the appropriate person.
• Comply with health and safety, infection prevention and control, and security procedures.
• Complete mandatory training as required by the practice.

7. Teamwork and General Responsibilities

• Work collaboratively with GPs, nurses, healthcare professionals, administrative colleagues and the management team.
• Communicate effectively and contribute to a supportive working environment.
• Ensure tasks are completed accurately and within agreed timescales.
• Follow practice policies, standard operating procedures and instructions from the Practice Manager.
• Assist colleagues during busy periods and provide appropriate reception cover when required.
• Identify problems and raise them with the Practice Manager.
• Participate in staff meetings, training and performance reviews as required.
• Undertake other reasonable duties appropriate to the role and level of responsibility.

Essential Criteria

• Previous experience working as a receptionist in a GP surgery.
• Experience of booking and managing GP appointments.
• Experience of registering new patients and updating patient demographic details.
• Confident handling a busy telephone system and high volumes of calls.
• Experience checking patients in and managing a busy reception area.
• Good IT skills and accurate keyboard and data-entry skills.
• Excellent verbal and written communication skills.
• Strong organisational skills and the ability to prioritise workload.
• A professional, approachable and patient-focused manner.
• Ability to work independently and as part of a team.
• Understanding of patient confidentiality and the importance of information security.
• Reliability, punctuality and a flexible approach to the needs of the practice.

Personal Attributes

The successful candidate will be:

• Friendly, approachable and professional.
• Calm and confident under pressure.
• Accurate, thorough and attentive to detail.
• Discreet and trustworthy.
• Proactive, dependable and willing to use their initiative.
• Flexible and supportive of colleagues.
• Committed to providing a high-quality service to patients.

Performance Expectations

The postholder will be expected to:

• Provide a welcoming and efficient reception service.
• Book appointments and process registrations accurately.
• Answer telephone calls professionally and manage enquiries effectively.
• Maintain confidentiality and follow practice policies.
• Complete allocated duties within agreed timescales.
• Communicate effectively with colleagues and escalate concerns appropriately.

Salary, Annual Leave and Benefits

• Annual leave: 25 days paid annual leave per year, plus bank holidays
• Pension: Access to the NHS Pension Scheme.
• Working environment: Opportunity to work as part of a supportive general practice team in Grangetown, Cardiff.
• Training and development: Relevant training and support to maintain skills and meet the changing needs of the practice.

How to Apply

If you have the relevant GP reception experience and EMIS Web knowledge, we would welcome your application.

Please send your CV and a covering letter outlining your relevant experience to:

Tracy Stone
Email: Tracy.Stone@wales.nhs.uk

Please include GP Receptionist Application” in the subject line of your email.

We look forward to hearing from suitable candidates.

Grange Medical Practice is committed to providing a respectful, inclusive and patient-centred service to the local community.

Benefits:

• Company pension
• On-site parking

Work Location: In person