Medical Receptionist

Position Purpose: To provide friendly, respectful, and efficient customer service to all patients and visitors. This includes supporting the smooth day-to-day running of reception and administration tasks, while maintaining patient confidentiality and adhering to legal and privacy requirements.

Key Responsibilities: Reception & Administration - Welcome patients and visitors warmly and respectfully. - Check-in patients using the practice management system. - Answer phone calls promptly and handle bookings or messages efficiently. - Schedule appointments accurately and register/enrol new patients. - Maintain and update patient records. - Ensure patients transferring in or out have records moved appropriately. - Monitor waiting areas and assist unwell or upset patients. - Keep reception and play areas clean and tidy. - Process payments correctly and manage end-of-day banking. - Handle mail, faxes, and emails in a timely manner. - Contribute to meeting practice standards and goals. - Maintain supplies and a professional reception environment.

Teamwork & Patient Care - Work positively and respectfully with patients and colleagues. - Share information to support quality care.

Professional Development - Take part in meetings and ongoing learning opportunities. - Keep CPR certification current.

Suggest improvements to processes. - Take responsibility for personal development and performance.

Health & Safety - Follow all health and safety procedures. - Report and manage hazards, incidents, or accidents. - Maintain secure and safe workspaces.

Cultural Safety - Respect cultural differences and apply the principles of the Treaty of Waitangi in everyday work. - Be sensitive to cultural, spiritual, and lifestyle practices.

Quality Improvement & Risk Management - Support continuous improvement. - Help review and improve practice policies and procedures.

Confidentiality - Maintain strict patient confidentiality at all times. - Handle personal information appropriately and discreetly.

Other Duties - Perform other reasonable tasks as requested by management.

- Open to working across both sites depending on need, - Flexible to cover absences across either location, - Confident in front-desk and administrative tasks within a medical setting, - Available for approximately 30+ hours per week, - Restricted/Full license, with reliable transport - MUST pass all pre-employment checks

Skills and Experience - Reception or admin experience, ideally in healthcare. - Confident using Microsoft Office and MedTech Evolution. - Current workplace First Aid/CPR certificate (Preferred)

Customer Service - Respectful, empathetic, and culturally aware. - Strong focus on patient privacy and confidentiality.

Communication & Teamwork - Clear verbal and written communication. - Friendly, calm, and approachable.

Initiative & Problem Solving - Willing to learn and take ownership of tasks. - Able to adapt and resolve issues effectively.

Organisation & Time Management - Good at multitasking, prioritising, and managing time. - Detail-oriented and accurate.

Personal Qualities - Calm under pressure. - Professional appearance and behaviour. - Open to feedback and continuous improvement. - Able to handle emotionally challenging situations with sensitivity.