Administrator (Medical Receptionist/Telephonist/Dispenser)

1 Full Time Permanent Post

Salary Range £16,977.71 -£21,453.66 depending on experience

(Job Ref. LMP-2020-02-07-AIF1)


The Post

Administrator (Medical Receptionist/Telephonist/Dispenser) – 37.5 core hours including relief cover for annual leave and absence.

Langabhat Medical Practice has an exciting opportunity for an individual to join our team.  We are seeking candidates who are keen to learn new skills in a multi-skilled environment.  On-the-job-training will be given with the view to multi-skill the successful candidates to optimise flexibility.

The successful candidate will have excellent communication skills and good computing skills including experience using Microsoft Word and Excel. Travel between the Practice's six sites will be a key part of this role and the successful candidate will have a full, clean driving license and access to a car.

Experience working in a customer facing role is important and previous experience of working in a health care environment would be beneficial. You will be required to demonstrate a commitment to delivering a high-quality service and a commitment to maintaining confidentiality which is highly important to the Practice.

The successful applicant work 37.5 hours per week between Monday and Friday including relief work to cover annual leave and absence at all of our surgeries. 

If you have the above attributes and seeking to learn new skills then please contact us for an application form (see below for details). 

Closing date: 19thFebruary 2020

Any queries please contact:

Alasdair Finlayson, Assistant Practice Manager

Langabhat Medical Practice, Leurbost, Isle of Lewis HS2 9JP

Tel: 01851 860 222


     email: This email address is being protected from spambots. You need JavaScript enabled to view it.



Job description

Job Identification:

Job Title: Administrator (Medical Receptionist/Telephonist/Dispenser) 

Responsible to: Assistant Practice Manager

Department: Main Office/Telephony hub

Directorate: Langabhat Medical Practice

No of Job Holders: One


Job Purpose:

The medical receptionist/telephonist/dispenser is to manage and organise support services to all clinicians making sure of a professional and efficient service for patients.


Scope and Range:

To provide administrative services for:

  • General Practitioners

  • GP Registrars

  • Locum GPs

  • Nurse Practitioners, Practice Nurses & HCAs

  • Community & District Nursing staff

  • Practice Management

  • Contact with patients, relatives, nursing / residential homes, hospital staff, other medical practices and GPs, Drug reps, solicitors and voluntary agencies etc.


Main Duties and Responsibilities

Opening Office

  • Unlock front door, put on radios, shredder & computers ensuring Emis, Docman & emails opened

  • Put medication awaiting uplift on shelves in back office

  • Check and note Emis back-up status

  • Check & note fridge temp

  • Update white board

Closing Office

  • Ensure all computers, shredder and radio are all switched off

  • All windows to be locked and blinds closed

  • Ensure medication cupboard is locked

  • Check waiting room is left neat and tidy

  • Ensure all lights off, lock outside door

Telephony Duties

  • Ensure total familiarity with all systems to enable effective assistance to all queries

  • Answer all incoming calls and deal with in an efficient and friendly manner

  • Transfer calls to appropriate person/site

  • Take messages as appropriate


Systems and Equipment

Equipment and Machinery

  • Personal computer - for the day to day running of the practice

  • Printer - for printing documents

  • Scanner - for scanning patient related documents into Docman

  • Photocopier - for copying results, notes and reports

  • Telephone - for communication

  • Dictating Machine - to receive Doctors dictation

  • General equipment - general office equipment (Sellotape, punch, stapler, laminator etc.) 

  • Centrifuge - For blood samples


  • Office filing system - for paper-based records and paperlite records 

  • Patient Administration system - for computer records – Emis, Docman

  • Data storage - Microsoft Office - Word, Excel

  • Email - for communication for both team members and hospital staff

  • Internet - an aid for spelling medical words, checking hospital addresses etc

  • SCI Store - for retrieving patient results

  • SCI Gateway- for receiving electronic patient discharge and clinic letters


Decisions and Judgements

Responsible for making decisions regarding patient or other enquires on a day to day basis. Must be able to prioritise workload and have good time management. Practice/Assistant Practice Manager and clinicians can advise on any problems.

Communications and Relationships

Good communication and relationship with colleagues and other NHS staff as well as other outside agencies.

Demands of the Job

Physical Demands

  • 90 percent of workload computer based

  • Lifting of bulk stationery orders and drug delivery orders

Working Conditions

  • Frequent use of VDU

  • Adhering to confidentiality issues as per the provision of the data protection act and freedom of information act

Mental Demands

  • Keeping concentration as working in a busy environment with frequent interruptions

  • Acquiring and maintaining knowledge of medical terminology

Emotional Demands

  • Dealing with patients or relatives in varying states of high emotion, agitation or confusion

  • Coping with stressful situations

Standard Elements

To maintain at all times, strict confidentiality of all matters that relate to patients and their relatives and other members of staff.

Must take into account Health and Safety issues at all times during working hours and ensure that own actions support equality, diversity and rights detailed in the appropriate policies of the practice.


Closing date: 19thFebruary 2020 - for an application form or any queries please contact:

Alasdair Finlayson, Assistant Practice Manager

Langabhat Medical Practice, Leurbost, Isle of Lewis HS2 9JP

Tel: 01851 860 222 or

     email: This email address is being protected from spambots. You need JavaScript enabled to view it.