Medical Secretary/Receptionist

Job Title

Medical Secretary / Receptionist

Reports To

Practice Manager / GP Partners

Job Summary

The Medical Secretary / Receptionist is responsible for providing efficient, professional, and patient-centred administrative and reception support within a busy GP practice. The post holder will act as the first point of contact for patients, manage appointments and enquiries, maintain accurate patient records, support GPs and nursing staff with administrative duties, and help ensure the smooth daily running of the practice. The role requires a high level of confidentiality, strong communication skills, and the ability to work effectively in a fast-paced primary care environment.

Key Responsibilities

Reception Duties

• Welcome patients and visitors in a courteous, respectful, and professional manner.
• Answer incoming telephone calls promptly and deal with patient queries appropriately.
• Book, amend, and cancel appointments using the practice management system.
• Register new patients and update existing patient demographic details accurately.
• Check patients in for appointments and notify the relevant GP or nurse of arrivals.
• Manage the reception desk and ensure the waiting area is tidy and welcoming.
• Deal sensitively with patients who may be anxious, distressed, or unwell.

Administrative Duties

• Prepare, type, and issue referrals, medical letters, reports, and other correspondence as required by GPs.
• Process repeat prescription requests in line with practice policy and GP instructions.
• Scan, file, and upload correspondence, laboratory results, hospital letters, and other documents to patient records.
• Maintain accurate electronic and paper records in accordance with practice procedures.
• Handle incoming and outgoing post, emails, and other communications.
• Support the administration of vaccination clinics, chronic disease reviews, smears, and other GP practice services.
• Assist with billing, private fees, insurance forms, and medical report administration where applicable.

Patient and Practice Support

• Provide patients with general information regarding practice services, opening hours, repeat prescriptions, and referral processes.
• Liaise with hospitals, primary care centres, pharmacies, nursing homes, laboratories, and other healthcare providers as required.
• Support GPs, practice nurses, and other team members with day-to-day administrative needs.
• Escalate urgent issues, clinical concerns, or patient complaints to the appropriate staff member promptly.
• Assist in the smooth coordination of clinics and daily patient flow.

Confidentiality and Compliance

• Maintain strict confidentiality in relation to patient records, consultations, and practice business at all times.
• Ensure compliance with GDPR, data protection legislation, and medical confidentiality requirements.
• Work in accordance with HSE guidance, practice policies, and health and safety procedures.
• Maintain professionalism and discretion when handling sensitive medical and personal information.

Person Specification

Essential Requirements

• Previous experience in a receptionist, secretary, or administrative role.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to prioritise a busy workload.
• Good IT skills, including email, Microsoft Office, and data entry systems.
• Professional and courteous telephone manner.
• Ability to work well as part of a team in a busy GP practice environment.
• High level of discretion and commitment to confidentiality.

Desirable Requirements

• Previous experience working in an Irish GP practice, primary care setting, or healthcare environment.
• Familiarity with GP practice management software.
• Knowledge of medical terminology.
• Experience handling repeat prescriptions, referrals, and patient records.
• Understanding of GDPR and confidentiality requirements in healthcare.

Key Skills

• Patient-focused communication
• Organisation and time management
• Accuracy and attention to detail
• Professionalism
• Teamwork
• Confidentiality
• Ability to remain calm under pressure
• Strong administrative skills

Working Hours

• Hours as agreed by the practice, which may include morning and afternoon sessions.
• Flexibility may be required to cover annual leave or busy periods.

Job Types: Full-time, Part-time, Permanent

Pay: €16.00-€18.00 per hour

Benefits:

• Company pension
• On-site parking
• Sick pay

Work Location: In person