Administrator/Receptionist

• Undertake a broad range of administrative duties to support the effective running of the practice
• Process patient information (electronic and hard copy) accurately, securely, and in a timely manner
• Monitor, manage, and action incoming emails, electronic tasks, and workflow requests independently
• Carry out searches, audits, recalls, and administrative reporting as required
• Type letters, reports, referrals, and associated clinical documentation
• Respond to administrative requests from clinicians, using judgement to prioritise actions
• Identify system issues, workflow gaps, or risks and escalate appropriately
• Report faults to software suppliers and/or IT support and track progress

• Act as a professional and confident point of contact for patients, both face to face and via telephone
• Respond to patient enquiries using judgement to prioritise urgent, complex, or sensitive matters
• Support safe navigation of patients to the most appropriate service in line with practice policy
• Book appointments, recalls, and follow-ups accurately using the computerised appointment system
• Monitor patient flow and waiting times and escalate concerns appropriately
• Explain practice procedures, registration processes, and temporary resident arrangements clearly

• Assist with the accurate input, updating, and maintenance of patient records on EMIS
• Clinically code data and correspondence where appropriate
• Scan, upload, and file patient-related documentation promptly
• Open, date-stamp, and distribute correspondence, reports, and results to relevant clinicians
• Arrange retrieval, transfer, and re-filing of medical records as required

• Receive and make telephone calls in accordance with practice policy, using clear communication and active listening
• Take accurate messages and ensure timely communication with clinicians and team members
• Ensure the telephone system is operational at the start of each day and switched to night service at the end of the day

• Open the premises at the start of the day, deactivate alarms, and prepare the practice to receive patients
• Secure the premises at the end of the day, ensuring the building is locked and alarms activated
• Be able to work shifts between 8.00am and 6.30pm as required

• Demonstrate the ability to think independently, problem-solve, and manage competing priorities
• Use initiative, discretion, and common sense when responding to patient and operational issues
• Communicate effectively with colleagues, clinicians, and external organisationsMaintain a clean, organised, and efficient working environment
• Communicate and work collaboratively with colleagues at all levels, treating others with professionalism, courtesy, and respect at all times.

• Undertake any other delegated duties appropriate to the role

Essential

• Ability to carry out a wide range of administrative tasks accurately and efficiently in a busy environment.
• Ability to manage multiple tasks simultaneously and prioritise workload appropriately.
• Ability to use judgement and initiative when responding to queries and operational issues.
• Ability to handle confidential and sensitive information appropriately and understand the importance of information governance.
• Confident IT skills, including accurate data entry and use of computerised systems.
• Strong written and verbal communication skills.
• Ability to remain calm, professional, and organised when dealing with complex, sensitive, or challenging situations.
• Ability to work independently as well as collaboratively within a multidisciplinary team.
• Ability to understand, follow, and apply policies, procedures, and guidance.
• Willingness to undertake training relevant to the role.

Desirable

• Experience working in an administrative role within healthcare, primary care, or a fast-paced office environment.
• Experience of working within a GP practice or NHS setting.
• Experience of using clinical systems such as EMIS.
• Experience of clinical coding, document management, recalls, or audit processes.
• Experience of supporting clinicians with administrative workflows.
• Knowledge of NHS primary care systems and processes.
• Evidence of ongoing professional development in an administrative or healthcare role.