Job summary
Forest Health Care is seeking a friendly,
organised, and patient focused Medical Receptionist & Administrative
Assistant to join our busy GP practice in Gloucestershire. As the first point
of contact for our patients, you will play a vital role in delivering high quality
care and ensuring the smooth running of the reception and administrative
functions.
This role is ideal for someone who enjoys
working in a fast paced environment, is adaptable, and has excellent customer service
skills.
On a rota basis you will be required to work between the hours of 8.00am and 6.30pm. You will also need to work from our branch surgeries in Ruardean and
Westbury-On-Severn.
Main duties of the job
- Welcoming and assisting patients at the reception desk
- Answering telephone calls and managing patient enquiries
- Booking and amending appointments via the clinical system
- Supporting GPs, nurses, and the wider clinical team with admin tasks
- Registering new patients and updating records accurately
- Scanning, filing, and managing clinical correspondence
- Maintaining confidentiality in line with GDPR
- Monitoring patient flow in the waiting area
- Providing general administrative support
About us
Forest Health Care is a friendly and
supportive practice serving the Gloucestershire community. With multiple
surgery sites and a commitment to patient centred care, we value teamwork,
development, and staff wellbeing.
Visit our website for more information: https://foresthealthcentre.nhs.uk/
Job description
Job responsibilities
Key Responsibilities1. Patient Reception & Front of House Duties- Greet patients warmly and professionally at the reception desk.
- Manage patient check-ins, waiting room flow, and enquiries.
- Answer incoming calls promptly, signposting patients using care navigation guidelines.
- Handle distressed or frustrated patients with empathy and professionalism.
- Maintain confidentiality at all times (in line with GDPR and practice policy).
2. Appointment & Telephone Management- Book, amend, and cancel appointments on the clinical system - SystmOne
- Support patients with online booking and NHS App queries.
- Organise follow up appointments as requested by clinicians.
- Identify urgent clinical need and escalate concerns to the duty doctor/nurse where appropriate.
3. Administrative Support- File, scan, and code correspondence into patient records.
- Support recall systems (e.g., cervical smears, immunisations, chronic disease reviews).
- Manage incoming/outgoing mail, emails, and tasks.
4. Patient Records & Information Management- Maintain up to date, accurate electronic patient records.
- Register new patients and update demographic details.
- Correct discrepancies in records following practice procedures.
- Adhere strictly to data protection standards and confidentiality policies.
5. Teamwork & Communication- Work collaboratively with clinicians, reception colleagues, and management.
- Support colleagues during busy periods by sharing workload fairly.
- Communicate effectively across the practice using internal systems (tasks, email, messaging).
- Participate in team meetings and contribute positively to service improvement.
6. Operational & General Duties- Monitor and restock reception and waiting room resources.
- Follow downtime procedures during IT or system failures.
- Escalate any patient safety concerns to senior staff immediately.
- Participate in mandatory training, appraisals, and development activities.
- Uphold the values of Forest Health Care and represent the practice professionally.
Job description
Job responsibilities
Key Responsibilities1. Patient Reception & Front of House Duties- Greet patients warmly and professionally at the reception desk.
- Manage patient check-ins, waiting room flow, and enquiries.
- Answer incoming calls promptly, signposting patients using care navigation guidelines.
- Handle distressed or frustrated patients with empathy and professionalism.
- Maintain confidentiality at all times (in line with GDPR and practice policy).
2. Appointment & Telephone Management- Book, amend, and cancel appointments on the clinical system - SystmOne
- Support patients with online booking and NHS App queries.
- Organise follow up appointments as requested by clinicians.
- Identify urgent clinical need and escalate concerns to the duty doctor/nurse where appropriate.
3. Administrative Support- File, scan, and code correspondence into patient records.
- Support recall systems (e.g., cervical smears, immunisations, chronic disease reviews).
- Manage incoming/outgoing mail, emails, and tasks.
4. Patient Records & Information Management- Maintain up to date, accurate electronic patient records.
- Register new patients and update demographic details.
- Correct discrepancies in records following practice procedures.
- Adhere strictly to data protection standards and confidentiality policies.
5. Teamwork & Communication- Work collaboratively with clinicians, reception colleagues, and management.
- Support colleagues during busy periods by sharing workload fairly.
- Communicate effectively across the practice using internal systems (tasks, email, messaging).
- Participate in team meetings and contribute positively to service improvement.
6. Operational & General Duties- Monitor and restock reception and waiting room resources.
- Follow downtime procedures during IT or system failures.
- Escalate any patient safety concerns to senior staff immediately.
- Participate in mandatory training, appraisals, and development activities.
- Uphold the values of Forest Health Care and represent the practice professionally.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths (or equivalent)
Experience
Essential
- Reception or customer-facing experience
- Administrative experience
- Handling confidential information
- Communication skills
- IT skills
- Work under pressure
- GDPR/confidentiality understanding
- Professional and patient focused
- Reliable and punctual
- Team player
- Shows initiative
- Willingness to train
- Flexibility for cover
Desirable
- Customer service/admin training
- GP/healthcare experience
- Use of SystmOne
- Knowledge of NHS processes
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths (or equivalent)
Experience
Essential
- Reception or customer-facing experience
- Administrative experience
- Handling confidential information
- Communication skills
- IT skills
- Work under pressure
- GDPR/confidentiality understanding
- Professional and patient focused
- Reliable and punctual
- Team player
- Shows initiative
- Willingness to train
- Flexibility for cover
Desirable
- Customer service/admin training
- GP/healthcare experience
- Use of SystmOne
- Knowledge of NHS processes
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.
