# GP Administrator / Receptionist > NHS job listing from Job Clerk for Southern Health and Social Care Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/gp-administrator-receptionist/1a4e1c51-8268-4574-9bee-8be2bf13f8bc - **Markdown:** https://www.jobclerk.com/job/gp-administrator-receptionist/1a4e1c51-8268-4574-9bee-8be2bf13f8bc.md ## Summary - **Status:** Live - **Employer:** Southern Health and Social Care Trust - **Location:** Kilkeel Primary Care Centre - **Workplace type:** onsite - **Profession:** Receptionist - **Contract type:** Permanent - **Closing date:** 2026-10-30T16:00:00.000Z - **Posted:** 2026-10-16T16:27:31.066Z - **Source information URL:** https://jobs.hscni.net/Job/49734/shsctgp-administrator-receptionist - **Application URL:** https://jobs-app.hscni.net/sap/bc/webdynpro/sap/hrrcf_a_posting_apply?PARAM=cG9zdF9pbnN0X2d1aWQ9MDA1MDU2OTMyMzU0MUZFMUIyQUYyMkIxMEY2QUU3RUEmY2FuZF90eXBlPWU%3d - **Employer website:** https://southerntrust.hscni.net ## Job Content ### Job details - Branch: Newry & Mourne area (SHSCT) - Location: Kilkeel Primary Care Centre - Directorate: Adult Community and Acute Services - Salary: (See job details) - Contract Type: Permanent - Opening Date: 16/10/26 - Closes: Fri, 30 October 2026 @ 4:00 PM - Interview Dates: To Be Confirmed ### Notes Online and Manual applications accepted. If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week. Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website. ### JOB DESCRIPTION ### JOB TITLE GP Administrator / Receptionist ### BAND 3 ### DIRECTORATE Adult Community Services ### LOCATION Kilkeel Medical Practice – Kilkeel Primary Care Centre ### REPORTS TO Practice Manager ### ACCOUNTABLE TO Interim Head of Service for Trust Managed GP Practices ### FLEXIBLE WORKING Part-time working ### JOB SUMMARY The Southern Trust is the temporary contract holder for Mullaghbawn GP Surgery, Kilkeel Medical Practice and Rathkeeland House Surgery whilst the Strategic Planning and Performance Group of the Department of Health seeks a more permanent solution for the management of the GP Practice. The post-holder will be required to provide an efficient and effective administrative support service including carrying out reception, telephone and clerical duties competently and efficiently. The post-holder may be the first point of contact for patient enquiries both in person and by telephone and act as a focal point of communication between patients, doctors and other health personnel. The post holder will receive, assist and navigate patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective manner. The post holder will provide general assistance to the GP Practice team and project a positive and friendly image to patients and other visitors, either in person or on the telephone. ### KEY DUTIES / RESPONSIBILITIES Operational Delivery Answer telephone and redirect call appropriately and deal with routine telephone enquiries from patients, other organisations and Trust employee’s etc. Develop and maintain good communication during telephone calls and passing all appropriate information required on to the relevant staff. Booking appointments for patients and manage the reception of patients and visitors. Opening post, and assign to appropriate person Scanning all correspondence received via post to the patient’s record on EMIS. Managing tasks sent by the GPs and ensuring these are actioned on a timely basis for example organising repeat bloods or follow-up appointments for patients Processing of prescriptions via the online system, telephone and those delivered in person by patients Registering new patients on the Practice system ensuring relevant documentation is provided by the patient. Managing booking system for babies’ immunisation clinics. Develop and maintain an efficient filing system, ensuring confidentiality and security of documents. Provide secretarial support including typing of general correspondence and submitting relevant reports within agreed timescales. Assign patients results to GPs on a daily basis Assign clinical documents to GPs on a daily basis. Set up GP and Nurse Clinics on EMIS. Provide administrative support to a range of clinics, including Public Health immunisation, diabetic, asthma, cytology and other clinics delivered by the Practice Nurse Register new patients on EMIS Maintain a system for the management of medical reports ensuring these are completed on a timely basis by the GPs Support the professional staff to deliver on audit and data collection activities using appropriate electronic systems. To ensure relevant information systems are maintained. Liaison with other departments and professionals as appropriate. Prioritise and organise work effectively. Arranging transport for Practice patients to attend hospital appointments Ordering stationery and ensuring adequate supplies are maintained Maintenance of office equipment. Any other duties, appropriate to the grade/band which may be assigned as the role develops. Information Management To ensure that all systems used both manual and computerised are always maintained accurately. Where necessary to develop filing systems to meet the needs of the service and ensure these are maintained. Key Working Relationships Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and to interact effectively with members of the public as required. ### RAISING CONCERNS – RESPONSIBILITIES The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust’s ‘Your Right to Raise a Concern (Whistleblowing)’ policy and their professional code of conduct, where applicable. ### GENERAL REQUIREMENTS ### The post holder will be required to Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation. Ensure the Organisation’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility. Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff. ### Adhere at all times to all Trust policies/codes of conduct, including for example Smoke Free policy IT Security Policy and Code of Conduct standards of attendance, appearance and behaviour Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work. Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control. Take responsibility to minimise the Trust’s environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the Southern Health & Social Care Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Southern Health & Social Care Trust policy and procedures on records management and to seek advice if in doubt. Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post. Represent The Organisation’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner. This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time. It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand. Feb 2024 ### PERSONNEL SPECIFICATION JOB TITLE AND BAND GP Administrator / Receptionist Band 3 DIRECTORATE Adult Community Services HOURS 37.5 hours per week (Minimum of 20 hours per week may be considered) (Surgery opening hours 8.30am – 6pm) ### Notes to applicants You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria. Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn. ### ESSENTIAL CRITERIA SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below. Factor Criteria Method of Assessment Qualifications/ Experience 4 GCSEs at Grades A-C including English Language or equivalent / higher qualification AND 1 years’ experience in a secretarial/ admin/ clerical role OR 2 years’ experience in a secretarial/admin/ clerical role Experience in using Microsoft packages to include word, excel, and outlook Shortlisting by Application Form SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage: Skills / Abilities Ability to work as part of multidisciplinary team and to relate to senior members of staff Ability to use own initiative Good organisational skills with an ability to prioritise own workload Ability to work to deadlines and under pressure Effective communication skills to meet the needs of the post in full Interview Knowledge Understanding of the role of administration to support the overall objective of the GP Practice Understanding of confidentiality and the data protection act ### DESIRABLE CRITERIA SECTION 3: The following are DESIRABLE criteria. These will ONLY be used where it is necessary to introduce additional job-related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted Previous experience of working in an admin role within a GP surgery, hospital, or dental clinic As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed. Successful applicants may be required to attend for a Health Assessment ### THE TRUST IS AN EQUAL OPPORTUNITIES ### Successful applicants may be required to attend for a Health Assessment can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply. are able to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share or Homeworking for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance. All staff are expected to display the HSC Values at all times ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.