JOB DESCRIPTION & PERSON SPECIFICATION
To provide an efficient and friendly reception and administrative service to patients, clinicians, and visitors. The Medical Receptionist is the first point of contact and plays a key role in delivering a professional, caring, and patient-focused service.
General Information
JOB TITLE: GP Admin Manager
GRADE: £14 per hour
HOURS: 25 hours a week Monday to Friday shifts between 8am - 8pm flexible shifts
DEPARTMENT: Admin
ABOUT Alvaston Medical Centre and Aston Surgery- (GP Surgery, 3 partners and 11,500 service-users/patients over 2 sites).
We are a busy medical practice and we open from 8am - 6.30pm Monday and Friday and 8am- 8pm Tuesday - Thursday. You will be required to work shifts that start or end at the above times. You may be required to cover at our branch site in Aston On Trent. You must have experience in a customer care environment, ideally medical and have energy, enthusiasm and be self-motivated with excellent communication skills.
Brief overview of the type of duties and responsibilities undertaken by an Alvaston and Aston Medical Centre Receptionist / Administrator.
* Manage and oversee all administrative functions within the practice.
* Provide day-to-day supervision of the admin team, ensuring workloads are balanced and priorities met.
* Work collaboratively with the Reception Manager and Operations Manager to maintain efficient workflow and communication across departments.
* Ensure policies, procedures, and systems are followed consistently.
Performance & Compliance
* Oversee QOF delivery, monitoring progress against targets and coordinating admin support to achieve compliance.
* Support and monitor processes related to LTC registers, recalls, and patient follow-up systems.
* Ensure accurate record-keeping, reporting, and compliance with NHS and CQC standards.
* Assist with audits, inspections, and internal reviews.
Clinical Rota & Workforce Coordination
* Coordinate and maintain clinical rotas for GPs, registrars, and other clinical staff.
* Ensure appropriate cover for absences, leave, and training days.
* Work closely with clinicians and management to anticipate and resolve rota conflicts.
Training & Onboarding Support
* Lead the administrative onboarding process for GP Registrars and medical students.
* Ensure all necessary documentation, induction materials, and IT access are in place before placements begin.
* Liaise with educational supervisors, medical schools, and training bodies to ensure smooth integration into the practice.
Staff Management & Delegation
* Line manage the admin team, including recruitment, training, supervision, and appraisals.
* Delegate responsibilities effectively, ensuring tasks are completed to a high standard.
* Promote a supportive and collaborative team culture.
Communication & Coordination
* Act as a key point of contact between clinical and non-clinical staff regarding admin processes.
* Work with the management team to improve patient experience and practice efficiency.
* Handle escalated admin-related issues in a timely and professional manner.
Continuous Improvement
* Identify areas for improvement within admin systems and implement solutions.
* Support digital transformation initiatives (e.g., online consultations, electronic systems).
* Contribute to practice meetings and strategic planning.
Utilising information
* Use technology as an aid to management in planning, implementation and monitoring, presenting and communicating information Understand own and other's responsibility to the individual organisation regarding the Freedom of Information Act
* Collate, analyse and present clinical data and information to the team using appropriate charts and/or graphs to enhance care
* Learning and development
* Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments
* Assess own learning needs and undertake learning as appropriate
* Make effective use of learning opportunities within and outside the workplace, evaluating their effectiveness and feeding back relevant information
Equality and diversity
* Identify patterns of discrimination, take action to overcome this, and promote diversity and quality of opportunity
* Enable others to promote equality and diversity in a non-discriminatory culture
* Support people who need assistance in exercising their rights
* Act as a role model in good practice relating to equality and diversity
* Accept the rights of individuals to choose their care providers, participate in care and refuse care. Assist patients from marginalised groups to access quality care
This job description is not to be taken as an exhaustive list of duties and it may be reviewed in the light of changed service needs and development. Any changes will be fully discussed with the post holder. The post holder will be required to carry out the duties appropriate to the grade and scope of the post and must demonstrate flexibility
Disclosure and Barring Services: This post requires a standard/enhanced disclosure by the disclosure and barring service as it is regulated by statute.
Job Type: part time
Salary: From £14 per hour
Benefits:
* Company pension
* On-site parking
Schedule:
* Monday to Friday
Ability to commute/relocate:
* Derby, DE24 0GE: DE72 2BE reliably commute or plan to relocate before starting work (preferred)
Experience:
* GP Admin : Minimum 3 year (required)
Work Location: In person
Job Type: Part-time
Pay: From £12.21 per hour
Expected hours: 30 per week
Benefits:
* Company pension
* Free parking
* Sick pay
Application question(s):
* Can you reliably travel between both of our sites (Aston and Alvaston) when required?
Education:
* GCSE or equivalent (required)
Experience:
* Medical Receptionist: 1 year (preferred)
* Customer service: 1 year (required)
Work Location: In person
Application deadline: 30/09/2025