Medical Administrator, Clydeview Medical Practice

We are looking for a forward thinking, competent, flexible and hardworking individual to join our excellent reception team at Clydeview Medical Practice in the Renfrew Health and Social Work Centre.

An excellent working knowledge of EMIS Clinical System, Docman and all Microsoft Office Suite Applications is desirable. Candidates should have good communication and customer service skills with the ability to use their initiative and work under pressure. A flexible and adaptable attitude is required along with the ability to work as part of a team and work well on their own. Training will be given.

This is a permanent post of 37.5 hour per week between 8am and 6pm, over FOUR DAYS.

Start date would be Mid March 2026

.Overtime will be available from time to time to cover holiday or sickness.

Please email your CV and covering letter to the Practice Manager

PLEASE NOTE THAT IF YOU HAVE NOT HEARD BY 30/01/26, YOU HAVE BEEN UNSUCESSFUL .

JOB DESCRIPTION

JOB TITLE: MEDICAL RECEPTIONIST/ADMINISTRATOR

REPORTS TO: OFFICE SUPERVISIOR

ACCOUNTABILITY – PRACTICE MANAGER

HOURS: 37.5

SALARY RANGE: £13.00 per hour rising to £13.50 upon completion of probation

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide 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.

Ensure patient, Practice and staff confidentiality is maintained at all times.

All staff will be asked to complete an induction program, run by the Practice Manager (Contract/Payroll etc) & Office Supervisor (Day to Day Duties for position), at the start of their employment.

Job Responsibilities:Administration

To have a thorough knowledge of all Practice procedures
To work in accordance of written protocols
Process incoming and outgoing mail
Scanning, electronic filing, record-keeping and distribution of documents
Fax and photocopy as requested
To ensure Reception Action messages and emails are actioned, including OOH emails
Process mail manager results & deal with patient result queries
Dealing with Telephone calls
Reception

Receiving patients consulting with members of Practice team and provide an efficient and effective reception service
Receive visitors and deal with requests in an efficient and effective manner
Accept and Process all requests for Repeat/Acute Request prescriptions and handing completed prescriptions to patient ensuring checking names and address
Be able to cover all reception/administrative positions as necessary
Using your own judgment and communication skills ensure that patients with no prior appointment who need urgent consultation are seen in a logical and non-disruptive manner
Ensure patient confidentiality is maintained at Reception Desk
Signpost patients to correct services, i.e., eye problems to optician, in a courteous manner.
Receive clinical specimens following Practice Procedures and ensure these are place for collection by the Health Board driver (or passed to the Nurse/GP before sending to Lab)
Accept Temporary Resident patients and register on Vision System
Check lab results received and dealt with according to Practice Protocols
Appointments

Process appointment requests from patients by telephone and in person according to Practice Procedures
Deal with visits requests following Practice Procedure
Order ambulance if required in an emergency following Practice Procedures
Computer

Registrations of new & temporary patients – Health Board compliance, computer data entry and medical records – in a timely manner
Process patients change of address – computer data and medical records (have knowledge of Practice boundary area)
Process repeat and acute prescription requests in accordance with Practice guidelines
Dealing with any Reception Actions listed on the Appointment Book screen
Ensure prescriptions are checked and signed out via barcode scanner for posting out to external pharmacy/supplier or collection.
Scan and workflow incoming correspondence ensuring patient details are checked before filing electronically – attention to detail to ensure filed in correct patient records and workflowed to requesting GP
Process Mail Manager Results and Docman Workflows ensuring this is done in a timely manner.
Import/Export patient documents
Deductions and Amendments of patient records following Practice and Health Board processes
Summarise patient records to ensure all appropriate data is recorded on the practice clinical system – as per Practice Protocol.
Telephone

Have working knowledge of telephone system, including dedicated prescription phone line, during and after hours
Have working knowledge of phone system, retrieving prescription messages and Practice Mobile phone procedure
Answer incoming calls promptly and in a courteous manner
Receive and make telephone calls as required
Direct telephone calls appropriately and take messages, ensuring accuracy of detail and prompt appropriate delivery
Other Tasks

When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and alarm activated
Ensure the kitchen is kept clean and tidy – at end of working day ensure office is locked and windows are closed – have thorough knowledge of alarm/panic alarm/CCTV/doors
Ensure sufficient supply of forms in Admin Room/Reception
Keep Reception area tidy and ready for use by incoming colleagues and that they are provided with information about any unresolved or urgent matters
Keep waiting area tidy and ready to receive patients – before and after morning and afternoon surgeries
Professional Conduct:

At Strathcalder Practice, staff are required to dress appropriately for their role. Reception/Administrative staff will be provided with a uniform within the first two to three weeks of start date.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
The unauthorised disclosure of Practice business or patient information by an employee will be regarded as a breach of confidence and may lead to disciplinary action
Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health and Safety Policy, to include:

Using security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting health and safety hazards and infection hazards immediately when recognised
Keeping own work area and general / patient areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the Job Holder’s role
Reporting potential risks identified
Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Attend Training Sessions / Staff Meetings, when arranged, internally during the working between 12.30 -1.30pm and externally as arranged
Using Admin time appropriately for training needs and/or admin jobs designated to your position
Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
Work effectively with individuals in other agencies to meet patients’ needs
Effectively manage own time, workload and resources
Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise people’s needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Apply To
Please send CV and covering letter to ggc.gp87700@nhs.scot and put in the subject line FAO Stephen Reid