Receptionist/Administrator
Job summary
Receptionist / Administrator
Havergal Surgery London N15 3DY | Responsible to: Practice Manager
Working Pattern: Tuesday 8am-6:30pm and Friday 8am-1pm (IN PERSON)
Total hours: 14.5 hours (also holiday, sick and weekend cover)
Interviews w/c: 21/09/2026
Join our friendly, dedicated team at Havergal Surgery as the welcoming face and voice of our North London practice. In this vibrant dual role, you will be the first point of contact for our diverse patient community, GPs, and local healthcare partners, keeping our daily operations running seamlessly.
Why Join Havergal Surgery?
Make a Genuine Impact: Be the vital bridge connecting our local community with high-quality primary healthcare every single day.
Supportive & Caring Environment: Work alongside a collaborative practice team in a fully safety-compliant environment where your well-being matters.
Growth & Continuous Development: Full training is provided, alongside hands-on experience using industry-standard primary care software like EMIS Web.
Varied & Rewarding Work: Enjoy a fast-paced, multi-faceted routine combining front-of-house patient interaction with core practice administration.
Whether you bring established primary care experience or transferable customer service talent with a flexible, can-do attitude, we offer a warm workplace culture where your initiative, empathy, and adaptability will be truly valued.
Main duties of the job
This dynamic, rewarding role places you at the heart of our busy GP surgery, ideal for a proactive professional who thrives on balancing direct patient interaction with vital administrative support. Working seamlessly across front-of-house reception and core practice operations, you will serve as a key link between patients, clinicians, and the wider primary care team.
Core Responsibilities
Patient-Facing Service: Provide a welcoming, empathetic service at reception and over the phone, managing inquiries, appointments, and patient flow with professionalism and discretion.
Clinical Systems & Administration: Navigate primary care systems confidently to maintain accurate records, process clinical communications, and handle routine practice workflows.
Team & Operational Support: Assist GPs, nurses, and allied staff to ensure smooth daily operations, managing competing priorities in a fast-paced environment using sound judgment and initiative.
About us
Why Join Havergal Surgery?
Our Team & Atmosphere: You will join a close-knit, supportive group of GPs, nurses, and administrative staff who foster a friendly, inclusive environment. We take pride in a positive, approachable workplace where teamwork and mutual support are at the core of every day.
Key Benefits & Perks
- Yearly Bonus: We recognise and reward your commitment through an annual bonus scheme that celebrates both practice milestones and individual hard work.
- Annual Events: We love to celebrate our successes together, hosting regular social gatherings and an annual practice event to unwind, connect, and team-build outside the surgery.
- Full Training & Development: Comprehensive onboarding and hands-on guidance are provided, including full training on primary care software (EMIS Web).
- Safe, Caring Environment: Enjoy peace of mind working in a fully safety-compliant, supportive workplace that prioritises staff health and well-being.
- Career Progression: Access continuous learning opportunities to help you build a stable, fulfilling career within primary healthcare administration.
Job description
Job responsibilities
Main duties and responsibilities of the post
1. Administrative and coordination responsibilities
- Undertake a broad range of administrative duties to support the effective running of the practice
- Process patient information (electronic and hard copy) accurately, securely, and in a timely manner
- Monitor, manage, and action incoming emails, electronic tasks, and workflow requests independently
- Carry out searches, audits, recalls, and administrative reporting as required
- Type letters, reports, referrals, and associated clinical documentation as required
- Respond to administrative requests from clinicians, using judgement to prioritise actions
- Identify system issues, workflow gaps, or risks and escalate appropriately
- Report faults to software suppliers and/or IT support and track progress
2. Reception and patient-facing responsibilities
- Act as a professional and confident point of contact for patients, both face to face and via telephone
- Respond to patient enquiries using judgement to prioritise urgent, complex, or sensitive matters
- Support safe navigation of patients to the most appropriate service in line with practice policy
- Book appointments, recalls, and follow-ups accurately using the computerised appointment system
- Monitor patient flow and waiting times and escalate concerns appropriately
- Explain practice procedures, registration processes, and temporary resident arrangements clearly
3. Clinical systems and medical records
- Assist with the accurate input, updating, and maintenance of patient records on EMIS
- Clinically code data and correspondence where appropriate
- Scan, upload, and file patient-related documentation promptly
- Open, date-stamp, and distribute correspondence, reports, and results to relevant clinicians
- Arrange retrieval, transfer, and re-filing of medical records as required
4. Communication and telephone systems
- Receive and make telephone calls in accordance with practice policy, using clear communication and active listening
- Take accurate messages and ensure timely communication with clinicians and team members
- Ensure the telephone system is operational at the start of each day and switched to night service at the end of the day
5. Start and end of day procedures
- Open the premises at the start of the day and prepare the practice to receive patients
- Secure the premises at the end of the day, ensuring the building is locked and follow closing surgery protocol
- Be able to work shifts between 8.00am and 6.30pm as required
6. Professional responsibilities
- Maintain strict confidentiality at all times
- Demonstrate the ability to think independently, problem-solve, and manage competing priorities
- Use initiative, discretion, and common sense when responding to patient and operational issues
- Communicate effectively with colleagues, clinicians, and external organisations
- Maintain a clean, organised, and efficient working environment
- Communicate and work collaboratively with colleagues at all levels, treating others with professionalism, courtesy, and respect at all times.
7. Additional duties
Undertake any other delegated duties appropriate to the role
This job description outlines the main duties of the post and may be reviewed and amended in line with service needs.
This post is subject to a three-month probationary period, receipt of two satisfactory references, and a satisfactory Disclosure and Barring Service (DBS) check.
Person Specification
Experience
- Ability to carry out a wide range of administrative tasks accurately and efficiently in a busy environment.
- Ability to manage multiple tasks simultaneously and prioritise workload appropriately.
- Ability to use judgement and initiative when responding to queries and operational issues.
- Ability to handle confidential and sensitive information appropriately and understand the importance of information governance.
- Confident IT skills, including accurate data entry and use of computerised systems.
- Strong written and verbal communication skills.
- Ability to remain calm, professional, and organised when dealing with complex, sensitive, or challenging situations.
- Ability to work independently as well as collaboratively within a multidisciplinary team.
- Ability to understand, follow, and apply policies, procedures, and guidance.
- Willingness to undertake training relevant to the role.
- Experience of using EMIS clinical system.
- Previous experience working in an NHS or primary care setting.
Employer details
Employer name
Havergal Surgery
Address
9-10 Havergal Villas
Green Lanes
London
N15 3DY
United Kingdom
Employer's website
https://havergalsurgery.nhs.uk/