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Coventry North Primary Care Network

Receptionist / Administrator (Park Leys)

The closing date is 02 December 2025

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Job summary

As a Receptionist/Administrator, you'll be the welcoming face and reassuring first point of contact for patients across our Park Leys sites. This is a role where you'll make a genuine difference every day, helping people navigate their healthcare, supporting our clinical team and keeping the practice running smoothly.As the practice operates across Keresley Green, Keresley End and Fillongley, you will need to be able to work at any of our sites, giving you variety in your day and the chance to support our wider team.

You'll be part of a friendly, professional environment where high standards, compassion and teamwork are at the heart of everything we do. Whether you're helping a patient book the right appointment, supporting admin processes behind the scenes or ensuring information is handled accurately and securely, your contribution will be essential to delivering outstanding care.

You'll benefit from ongoing, practice-specific training that supports your development over time and ensures you stay confident and up to date as systems, processes and patient needs evolve. If you're organised, caring and enjoy a varied role where no two days are the same, this is an opportunity to grow your career while helping your community.

Main duties of the job

In this role, you'll support patients through every stage of their contact with the practice, whether greeting them at the desk, answering calls, or helping them access the right services. You'll manage appointment requests, pass on messages, and provide clear, calm guidance during busy periods.

Behind the scenes, you'll help ensure the practice functions efficiently by maintaining accurate records, supporting the flow of correspondence, scanning clinical documents and keeping systems organised and up to date. You'll also help prepare consulting rooms, handle routine administrative tasks, and support colleagues during periods of leave or high demand.

Its a role suited to someone who enjoys working with people, thrives in a busy environment and takes pride in keeping things running smoothly and professionally.

About us

At Park Leys Medical Practice, you'll join a warm, supportive and professional team that prides itself on collaboration and high-quality patient care. Our reception, administrative and clinical staff work closely together across our three sites, creating an environment where communication is open, everyone is respected and teamwork is central to how we operate.

We're a practice that values reliability, integrity and a strong work ethic. We recognise the pace can be busy, so we focus on supporting one another, maintaining high standards and ensuring a calm, organised atmosphere for both staff and patients. From the moment you join, you'll receive structured training, clear guidance and encouragement from experienced colleagues.

Working with us means being part of a practice rooted in its community, with strong patient relationships and a commitment to continuous improvement. You'll enjoy a varied role, a stable working environment and the opportunity to build a meaningful career in primary care within a dedicated and welcoming team.

Details

Date posted

24 November 2025

Pay scheme

Other

Salary

£12.40 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

W0003-25-0007

Job locations

Keresley Green Medical Centre

Bennetts Road South

Coventry

CV6 2FL


Park Leys Medical Practice

Coventry Road

Fillongley

Coventry

CV7 8EQ


Park Leys Medical Practice

Bennetts Road North

Keresley End

Coventry

CV7 8LA


Job description

Job responsibilities

Role Summary

You will be responsible for the general administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high-quality service and deal efficiently and courteously with patient enquiries.

Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.

Key Responsibilities

Reception

Receiving patients, consulting with members of practice team

Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Register new patients, checking all details for accuracy and enter on computer registration link

Taking messages and passing on information

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

General Administration

Processing and distributing paper correspondence received into practice

Process outgoing mail taking to post office and logging in post book

Filing and retrieving paperwork

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning

Keeping the reception area, notice boards, leaflet etc. tidy and presentable

Cover sickness/annual leave and work reasonable overtime when required.

Perform any other relevant and reasonable duties that may be requested by the Practice Manager, reception manager or partners.

Undertake statutory and mandatory training as required.

To provide an efficient word processing service for GPs and health professionals as required. This includes the typing of letters, patient referrals, etc. in an accurate and quality manner.

To make appointments, bookings and admissions as required.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To assist with the gathering of information re QOF, Audits, Enhanced service data when required.

To provide cover for members of the team during periods of sickness and annual leave.

Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.

Scanning Duties

Scan patient-related documents onto their medical record using read codes as agreed by the clinical team

Add any additional information about the source of the document

Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information

Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale

Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.

Appointment System Management

Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.

Monitor effectiveness of the system and report any problems or variations required.

Deal with home visit requests, carefully noting all details

Medical Records Management

Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.

Ensure correspondence, reports, results, etc., are filed in correct record.

Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.

Processing repeat prescriptions in accordance with practice guidelines

Handing completed repeat prescriptions to patient and checking names and address.

Consultation Room Preparations

Clearing and re-stocking of consulting rooms as required

Consulting rooms prepared in readiness for each consulting session.

Rooms are checked at the end of each consulting session and left tidy and secure.

Job description

Job responsibilities

Role Summary

You will be responsible for the general administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high-quality service and deal efficiently and courteously with patient enquiries.

Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.

Key Responsibilities

Reception

Receiving patients, consulting with members of practice team

Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Register new patients, checking all details for accuracy and enter on computer registration link

Taking messages and passing on information

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

General Administration

Processing and distributing paper correspondence received into practice

Process outgoing mail taking to post office and logging in post book

Filing and retrieving paperwork

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning

Keeping the reception area, notice boards, leaflet etc. tidy and presentable

Cover sickness/annual leave and work reasonable overtime when required.

Perform any other relevant and reasonable duties that may be requested by the Practice Manager, reception manager or partners.

Undertake statutory and mandatory training as required.

To provide an efficient word processing service for GPs and health professionals as required. This includes the typing of letters, patient referrals, etc. in an accurate and quality manner.

To make appointments, bookings and admissions as required.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To assist with the gathering of information re QOF, Audits, Enhanced service data when required.

To provide cover for members of the team during periods of sickness and annual leave.

Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.

Scanning Duties

Scan patient-related documents onto their medical record using read codes as agreed by the clinical team

Add any additional information about the source of the document

Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information

Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale

Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.

Appointment System Management

Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.

Monitor effectiveness of the system and report any problems or variations required.

Deal with home visit requests, carefully noting all details

Medical Records Management

Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.

Ensure correspondence, reports, results, etc., are filed in correct record.

Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.

Processing repeat prescriptions in accordance with practice guidelines

Handing completed repeat prescriptions to patient and checking names and address.

Consultation Room Preparations

Clearing and re-stocking of consulting rooms as required

Consulting rooms prepared in readiness for each consulting session.

Rooms are checked at the end of each consulting session and left tidy and secure.

Person Specification

Qualifications

Essential

  • GCSE English & Maths 9 - 3
  • NVQ level 2 or equivalent Business/admin or customer service experience
  • Minimum of working in similar environment for 1 year

Desirable

  • NVQ Level 3 Business/admin
  • Experienced GP Receptionist

Experience

Essential

  • Experience of care/admin/reception

Desirable

  • Able to use EMIS clinical computing system, however full training is available
Person Specification

Qualifications

Essential

  • GCSE English & Maths 9 - 3
  • NVQ level 2 or equivalent Business/admin or customer service experience
  • Minimum of working in similar environment for 1 year

Desirable

  • NVQ Level 3 Business/admin
  • Experienced GP Receptionist

Experience

Essential

  • Experience of care/admin/reception

Desirable

  • Able to use EMIS clinical computing system, however full training is available

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

Coventry North Primary Care Network

Address

Keresley Green Medical Centre

Bennetts Road South

Coventry

CV6 2FL


Employer's website

https://www.parkleysmedicalpractice.co.uk/ (Opens in a new tab)

Employer details

Employer name

Coventry North Primary Care Network

Address

Keresley Green Medical Centre

Bennetts Road South

Coventry

CV6 2FL


Employer's website

https://www.parkleysmedicalpractice.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Managing Partner

Claire Underhill

claire.underhill@nhs.net

02476339839

Details

Date posted

24 November 2025

Pay scheme

Other

Salary

£12.40 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

W0003-25-0007

Job locations

Keresley Green Medical Centre

Bennetts Road South

Coventry

CV6 2FL


Park Leys Medical Practice

Coventry Road

Fillongley

Coventry

CV7 8EQ


Park Leys Medical Practice

Bennetts Road North

Keresley End

Coventry

CV7 8LA


Supporting documents

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