Job summary
Greenlands Surgery is looking for a friendly, organised and proactive Admin Receptionist to join our dedicated team. As the first point of contact for our patients, you will play a key role in creating a welcoming, supportive and efficient experience for everyone who walks through our doors. This is a role for someone who enjoys helping people, thrives in a busy environment, and takes pride in delivering excellent service.
Your work will make a meaningful difference to patients lives. Youll be part of a practice that puts compassion, dignity and respect at the heart of everything we do.
We encourage learning and development, whether you are new to primary care or looking to build on existing experience. You will gain valuable skills in a respected healthcare environment.
We are committed to creating a workplace where people feel valued, listened to and able to do their best work. Your ideas and contributions will matter here.
Greenlands Surgery is proud to serve a diverse local population. You will be part of a team that understands the community and works hard to meet its needs.
Main duties of the job
You will be responsible for greeting patients, managing appointments, handling enquiries, supporting the clinical team with administrative tasks, and helping ensure the smooth running of the practice. Every day brings something different, and your contribution will directly support the health and wellbeing of our local community.
About us
Greenlands Surgery is home to a close knit, supportive team made up of GPs, nurses, healthcare assistants, and administrative staff who genuinely enjoy working together. Everyone plays a vital role in delivering high quality care, and we value each persons contribution. You will be joining colleagues who are approachable, collaborative and always willing to help one another. We pride ourselves on maintaining a positive, respectful environment where new team members feel welcome from day one.
The atmosphere at Greenlands Surgery is friendly, calm and patient focused. We work hard, but we also look out for each other. The practice is small enough to feel personal, yet busy enough to keep each day varied and interesting. Staff describe the surgery as a place where you can be yourself, feel supported, and enjoy coming to work. We encourage open communication, shared problem solving and a sense of humor when the day gets hectic.
Job description
Job responsibilities
The Receptionist Administrator is a key member of the Greenlands Surgery team, responsible for providing a welcoming, efficient and professional service to patients and supporting the smooth running of the practice. The role involves managing patient enquiries, handling appointments, maintaining accurate records, and supporting clinicians with essential administrative tasks.
This is a patientfacing role requiring excellent communication skills, attention to detail, and the ability to remain calm and organised in a busy environment.
Reception DutiesProvide a warm, professional welcome to all patients and visitors
Answer telephone calls promptly and courteously, following practice protocols
Book, amend and cancel appointments using the clinical system
Manage patient checkins and queries at the front desk
Handle prescription requests in line with practice procedures
Signpost patients to appropriate services or team members
Maintain confidentiality and uphold data protection standards at all times
Administrative DutiesProcess incoming and outgoing correspondence, including emails, letters and clinical documents
Scan, code and file documents accurately into patient records
Support clinicians with administrative tasks such as referrals, test result processing and patient communications
Maintain accurate patient information and update records when required
Assist with repeat prescription administration (if applicable to the role)
Support the practice with data entry, audits and reporting tasks
Ensure reception and admin areas are tidy, organised and wellmaintained
Job description
Job responsibilities
The Receptionist Administrator is a key member of the Greenlands Surgery team, responsible for providing a welcoming, efficient and professional service to patients and supporting the smooth running of the practice. The role involves managing patient enquiries, handling appointments, maintaining accurate records, and supporting clinicians with essential administrative tasks.
This is a patientfacing role requiring excellent communication skills, attention to detail, and the ability to remain calm and organised in a busy environment.
Reception DutiesProvide a warm, professional welcome to all patients and visitors
Answer telephone calls promptly and courteously, following practice protocols
Book, amend and cancel appointments using the clinical system
Manage patient checkins and queries at the front desk
Handle prescription requests in line with practice procedures
Signpost patients to appropriate services or team members
Maintain confidentiality and uphold data protection standards at all times
Administrative DutiesProcess incoming and outgoing correspondence, including emails, letters and clinical documents
Scan, code and file documents accurately into patient records
Support clinicians with administrative tasks such as referrals, test result processing and patient communications
Maintain accurate patient information and update records when required
Assist with repeat prescription administration (if applicable to the role)
Support the practice with data entry, audits and reporting tasks
Ensure reception and admin areas are tidy, organised and wellmaintained
Person Specification
Experience
Essential
- The ideal candidate will have excellent communication and interpersonal skills, with the ability to engage warmly and professionally with patients and colleagues. Strong organisational skills and attention to detail are essential, along with the capacity to multitask and remain calm under pressure in a busy environment. You should be friendly, approachable and patient focused, confident using IT systems, and willing to learn new software with training. It is essential that you have previous experience working in a GP surgery, as this role requires familiarity with primary care processes, patient pathways and clinical systems. Reliability, punctuality and a commitment to maintaining high standards of work are important, as is the ability to work both independently and as part of a supportive team.
Desirable
- It would be advantageous for the successful candidate to have experience using the clinical system SystmOne, along with a good understanding of primary care processes including referrals, repeat prescribing and medical coding. Additional administrative experience within healthcare settings, such as working in another GP practice would also be beneficial. A strong ability to prioritize workload, adapt to changing demands and contribute positively to service improvement is highly valued. Familiarity with safeguarding procedures, confidentiality requirements and NHS policies would further support the candidate in excelling within this role. A willingness to undertake additional training and develop new skills as the practice evolves is also desirable.
Person Specification
Experience
Essential
- The ideal candidate will have excellent communication and interpersonal skills, with the ability to engage warmly and professionally with patients and colleagues. Strong organisational skills and attention to detail are essential, along with the capacity to multitask and remain calm under pressure in a busy environment. You should be friendly, approachable and patient focused, confident using IT systems, and willing to learn new software with training. It is essential that you have previous experience working in a GP surgery, as this role requires familiarity with primary care processes, patient pathways and clinical systems. Reliability, punctuality and a commitment to maintaining high standards of work are important, as is the ability to work both independently and as part of a supportive team.
Desirable
- It would be advantageous for the successful candidate to have experience using the clinical system SystmOne, along with a good understanding of primary care processes including referrals, repeat prescribing and medical coding. Additional administrative experience within healthcare settings, such as working in another GP practice would also be beneficial. A strong ability to prioritize workload, adapt to changing demands and contribute positively to service improvement is highly valued. Familiarity with safeguarding procedures, confidentiality requirements and NHS policies would further support the candidate in excelling within this role. A willingness to undertake additional training and develop new skills as the practice evolves is also desirable.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
