Reception Supervisor

Highlands Surgery is looking for a friendly, motivated and proactive reception supervisor to join our welcoming and supportive team. This is a part-time role, for 25 hours per week worked over 5 days (Monday to Friday). Shifts are 5 hours, either 08:00–13:00 or 13:30–18:30, offering a good work-life balance.

This is a fantastic opportunity to join a busy GP practice where you will play a vital role in supporting patients and helping them access the care they need. No two days are the same, and you’ll be part of a team that truly makes a difference in the local community.

Main Duties of the Role

• Supervising the reception team and making sure the day runs smoothly, including keeping an eye on the clinical system and ensuring all tasks and patient requests are completed properly and on time.
• Making sure practice procedures are followed and that accurate records are kept across all reception work.
• Keeping reception processes efficient so patients receive a reliable, friendly and well organised service.
• Welcoming and directing patients in a professional, helpful and approachable manner.
• Managing appointment bookings and ensuring patients are booked in appropriately and in line with practice protocols.
• Handling patient queries across all channels face-to-face, online and telephone and signposting them to the right clinician, team member or service.
• Processing letters, forms and specimens and making sure all admin tasks are completed accurately and on time.
• Explaining practice procedures and helping patients understand how to access services.
• Maintaining accurate patient records including scanning, filing and general administrative duties that support safe patient care.

General practice is a fast-paced and rewarding environment where no two days are the same. We’re looking for someone who is calm, approachable, and able to work efficiently under pressure, with a genuine commitment to helping others.

Some flexibility is required, as you will sometimes need to work additional or alternative hours to cover for colleagues. All applicants should ensure that they live within reasonable commuting distance.

As this is a supervisory role, you’ll also support the reception team day-to-day, helping colleagues with queries, ensuring tasks are completed correctly, and keeping the front desk running smoothly. You’ll play an important part in maintaining a positive, supportive working environment and leading by example.

We would prefer someone who is SystmOne trained, but we’re very happy to train the right candidate if you have a willingness to learn, and confidence with IT.

You don’t need previous experience in a healthcare setting, if you’re quick to learn, enjoy working with people, and can adapt in a busy environment, we’d love to hear from you.

You will:

• Be a reliable and enthusiastic team player who supports colleagues and contributes to a positive reception environment.
• Communicates clearly and professionally with patients and staff, both face-to-face and over the phone.
• Handle sensitive situations with empathy, discretion, and confidentiality.
• Feel confident working with the public, including in occasionally challenging or emotional situations.
• Demonstrate strong organisational skills and attention to detail.
• Use IT systems confidently and complete administrative tasks accurately.
• Be flexible and willing to occasionally adjust working hours to support colleagues or service needs.
• Provide day-to-day support to reception staff, helping maintain smooth workflows and consistent standards.

Highlands Surgery is a well-established, forward thinking practice committed to delivering high quality patient care within a supportive and collaborative environment. We are proud to have been rated 'Outstanding' by the Care Quality Commission (CQC), reflecting our commitment to excellence and continuous improvement.

Our team includes 3 GP partners, 3 salaried GPs, 3 practice nurses, 1 advanced nurse an in-house Pharmacist, and 2 healthcare assistants, alongside a large and dedicated administrative team. We work closely together to ensure patients receive efficient, compassionate care.

We are a GP training practice, with up to 4 GP registrars at any one time, creating a positive and dynamic learning environment.

We also work in partnership with our primary care network (PCN), supporting patients through a wider multi-disciplinary team within the community.

Why join us?

• Supportive and friendly team environment
• Opportunities to learn and develop
• A varied role within a busy practice
• A chance to make a real difference to patient care

Disclosure and Barring Service Check

Please note this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and, as such, a submission for a Disclosure to the Disclosure and Barring Service may be required to check for any previous criminal convictions.