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.
Job responsibilities
Role Summary
You willbe 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 homevisits, 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
* Covers 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.
* Undertakes statutory and mandatory training as required.
* To provide an efficient 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 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 patient 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.
* Monitoreffectiveness of the system and report any problems or variations required.
* Deal with homevisit 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 Specification3>
Qualifications
* NVQ level 2 or equivalent Business/admin or customer service experience
* Minimum of working in similar environment for 1 year
* Experienced GP Receptionist
Experience
* Experience of care/admin/reception
* 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.
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