Receptionist/Medical administrator

Job description

Job responsibilities

Key ResponsibilitiesReception & Patient Interaction

• Greet and assist patients and visitors in a friendly, professional manner both in person and via telephone.

• Book and amend appointments using the clinical system, including routine care, urgent needs, and medication reviews.

• Answer incoming calls promptly and courteously, manage queries, relay messages, and initiate outgoing calls as needed.

• Provide patients with support for online services (e.g. registration, troubleshooting online access).

• Maintain confidentiality and a patient-centred approach at all times.

• Process repeat prescription requests in line with practice protocols and prescribing safety procedures.

• Liaise with clinicians to organise medication reviews where appropriate.

• Book appointments related to medication monitoring or clinical reviews.

• Ensure timely and accurate handling of bulk prescription requests and electronic prescribing.

• Read, scan, and process all incoming mail and clinical correspondence using the clinical system.

• Code information accurately into patient records using Read codes and protocols.

• Forward clinical correspondence to the appropriate team members or GPs for action.

• Efficiently manage patient referrals using NHS e-Referral Service (e-RS).

• Ensure referrals are accurately documented, tracked, and communicated.

• Liaise with hospitals, other healthcare providers, and patients to follow up on referral outcomes and appointments.

• Assist with checking and processing rapid access referrals and discharge summaries.

• Maintain secure and organised paper and electronic filing systems.

• Use system templates effectively for documentation and data entry.

• Provide general administrative support to the practice team and cover for colleagues during absence or annual leave.

• Record and update patient data from clinical notes, hospital letters, and other sources.

• Dispatch outgoing mail and maintain pending/follow-up task systems.

• Assist with compiling and updating chronic disease registers.

• Support clinical audits, data extraction, and reporting (e.g. QOF, Enhanced Services).

• Help ensure data accuracy and compliance with clinical governance standards.

• Ensure practice security procedures are followed, including building security at both sites.

• Carry out any other duties as required by GPs, Practice Manager, or Assistant Manager within scope of the role.

• All practice staff must respect the confidentiality of patient and practice information. Breaches of confidentiality may result in disciplinary action and possible dismissal.

• Information should only be shared with authorised personnel and always in accordance with practice and NHS guidelines.

• Comply with health and safety policies and procedures.

• Maintain a clean and safe work environment.

• Report potential hazards or risks to the relevant person.

• Support the rights and dignity of all patients, carers, and colleagues.

• Promote equality and behave in a non-discriminatory and inclusive manner at all times.

• Participate in annual appraisals and ongoing personal development.

• Attend mandatory and role-specific training sessions.

• Take responsibility for maintaining knowledge and skills relevant to the role.

• Contribute to continuous improvement and uphold the quality standards of the practice.

• Reflect on individual and team performance to enhance effectiveness.

• Work collaboratively with team members and external agencies to meet patient needs.

• Ensure effective communication with patients, colleagues, and external organisations.

• Recognise the need for alternative communication methods where appropriate (e.g. language support, visual aids).

• Promote open, honest, and respectful communication within the team.

• Apply practice policies, protocols, and guidance consistently.

• Participate in service development and audits where appropriate.

• Support the implementation of changes to improve services or patient experience.

Person Specification

Qualifications

Essential

• Good standard of general education

Desirable

• GCSE or equivalent Mathematics grade C or above
• GCSE or equivalent English grade C or above
• European Computer Driving Licence (ECDL)

Experience

Essential

• Experience of working in a patient care environment.
• Experience and confidence in handling administrative work related to prescription medications.
• Experience in identifying risks to patient care.
• Practical experience of working with others.
• Experience of using own initiative.
• Practical experience of either Prescription Management, Read Coding, referral, Processing of Clinical Letters.
• Excellent communication skills (Written and Oral).
• Good IT skills.
• Time Management and the ability to work to deadlines.
• Problem solving skills.
• Interpersonal skills.
• Planning and organising .
• Performing under pressure.
• Adaptability.
• Team working.
• Self motivated.
• Flexibility.
• Confidentiality.

Desirable

• A detailed understanding of a General Practice office environment.
• Hold a Full UK Driving Licence.

Other pre-employment checks:

Essential

• Proof of right to work within the UK.
• At least two satisfactory references related to work.
• Satisfactory DBS check.

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.

Employer details

Employer name

Church Road Surgery

Address

Doctors Surgery

90 Church Road

Sheldon

Birmingham

B26 3TP

Employer's website

https://www.birmingham-doctors.co.uk/ (Opens in a new tab)