Overview
This is a multi-skilled and highly responsible role within a busy GP surgery, combining patient-facing reception duties with administrative responsibilities and prescription processing. Working as part of a supportive team, the post-holder plays a key role in delivering high-quality patient care and ensuring the smooth running of the practice.
About Us
Church Road Surgery and its branch site, Tile Cross Surgery, has an 11,200 patient list and is based in the east of Birmingham. We are a friendly, supportive and innovative team led by 2 forward-thinking GP Partners and includes GPs, ACPs, ANPs, clinical pharmacists, FCPs, PAs, social prescribers, nurses and admin. We work within the Federation of Our Health Partnership and the Shard End & Kitts Green PCN. Our membership includes NHS pension and a salary sacrifice car scheme. Our aim is to embrace innovation in all areas of the Practice, focusing on providing the very best patient care while supporting and developing the team and evolving the Practice. We are rated Good by CQC.
Responsibilities
* GP receptionist: first point of contact for patients and visitors, providing excellent customer service, managing appointments, handling inquiries, and supporting the administrative functions of the practice.
* Medical administrator: include appointment management, processing repeat prescriptions, handling communications, managing referrals, coding clinical information, and maintaining accurate patient records; liaising with patients, clinical staff and external organisations to resolve queries and coordinate care.
* Be organised, motivated, with a caring and proactive approach to patient care (face-to-face and on the telephone); capable of working independently and as part of a team.
* Provide cover during colleague absence or leave to ensure service continuity.
* Promote online registration and support patients with booking and scheduling queries.
Main duties of the job
* Book patient appointments for routine care, urgent needs, and medication reviews using the clinical system; support patients with booking and scheduling queries.
* Manage repeat prescription requests, liaise with clinicians, and arrange related appointments to support safe prescribing.
* Open, scan, and distribute incoming mail; code clinical correspondence and forward to appropriate team members or GPs following protocols.
* Input confidential patient data into SystmOne from notes, letters, and reports; ensure accurate, standards-compliant coding. Process patient referrals with proper documentation and timely communication.
* Maintain secure, well-organised filing systems (electronic and paper-based).
* Use SystmOne effectively, ensuring correct data entry and document access.
* Handle calls promptly and professionally; make outgoing calls, relay accurate messages, and manage routine or urgent queries.
* Receive incoming and initiate outgoing telephone calls to facilitate timely communications; take messages and deal with queries.
* Provide cover for Reception/admin team during periods of annual leave and sickness.
* Send outgoing mail and maintain an effective system for pending tasks or follow-ups.
* Comply with legislative requirements, NHS policies, and practice procedures, including confidentiality and safeguarding.
* Proactively contact patients for chronic disease reviews, medication reviews, or screening.
* Support QOF, audits, and enhanced services with accurate data collection and reporting.
* Assist patients with online services and portal troubleshooting.
Confidentiality
* All information relating to patients, carers, colleagues and the business of the practice must be treated as strictly confidential and disclosed only to authorised persons in accordance with policy.
Health & Safety
* Promote and maintain health, safety and security in line with the Practice Health & Safety Policy, Infection Control Policy and procedures.
* Identify risks and undertake activities to manage them; keep work areas clean and free from hazards; undertake periodic infection control training; report hazards immediately.
Equality and Diversity
* Support the equality, diversity and rights of patients, carers and colleagues; respect privacy and dignity; engage in a welcoming, non-judgmental manner.
Personal/Professional Development
* Participate in training and annual performance reviews; take responsibility for personal and professional development.
Quality
* Maintain quality by identifying and addressing issues, assessing performance, and working with others to improve team effectiveness.
Communication
* Communicate effectively with team members, patients and carers; accommodate alternative methods of communication as needed.
Contribution to the implementation of services
* Apply practice policies and guidelines; discuss their impact with the team; participate in audits; attend staff meetings.
Qualifications and Experience
Essential
* Good standard of general education
Desirable
* GCSE or equivalent Mathematics grade C or above
* GCSE or equivalent English grade C or above
* Experience of working in a patient care environment—primary care or pharmacy
* Excellent communication skills (written and oral)
* Intermediate IT skills in Microsoft packages; working in a team; prioritisation and organisational skills
* Proactive problem-solving, confidentiality, empathy, time management
Other pre-employment checks
* Proof of right to work in the UK
* At least two satisfactory references related to work
* Satisfactory DBS check
Disclosure
This post is subject to the Rehabilitation of Offenders Act and will require DBS disclosure where applicable.
Employer details
Church Road Surgery, Doctors Surgery, 90 Church Road, Sheldon, Birmingham, B26 3TP
Tile Cross Surgery, 144 Tile Cross Road, Birmingham, B33 0LU
#J-18808-Ljbffr