Job Summary
As a Receptionist/Administrator, youll be the welcoming face and reassuring first point of contact for patients across our Park Leys sites. This is a role where you will 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 must be able to work at any of our sites, giving you variety in your day and the chance to support our wider team.
You will be part of a friendly, professional environment where high standards, compassion and teamwork are at the heart of everything we do. Whether youre 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 will 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 are 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, youll 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 will manage appointment requests, pass on messages, and provide clear, calm guidance during busy periods.
Behind the scenes, you will 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 will also help prepare consulting rooms, handle routine administrative tasks and support colleagues during periods of leave or high demand.
It is 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, youll 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 value 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 will 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 will 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 Details
* Salary: £12.40 an hour
* Contract: Permanent
* Working pattern: Full‑time, Part‑time, Job share
* Reference number: W0003‑25‑0007
* Job locations:
o Keresley Green Medical Centre, Bennetts Road South, Coventry, CV6 2FL
o Park Leys Medical Practice, Coventry Road, Fillongley, Coventry, CV7 8EQ
o Park Leys Medical Practice, Bennetts Road North, Keresley End, Coventry, CV7 8LA
Key Responsibilities
* Reception
o Receiving patients, consulting with members of practice team.
o Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
o Registering new patients, checking all details for accuracy and entering on computer registration link.
o Taking messages and passing on information.
o Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
* General Administration
o Processing and distributing paper correspondence received into practice.
o Processing outgoing mail, taking to post office and logging in post book.
o Filing and retrieving paperwork.
o Computer data entry, data allocation and collation; processing and recording information in accordance with practice procedures.
o Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying and scanning.
o Keeping the reception area, notice boards, leaflets etc. tidy and presentable.
o Covering sickness/annual leave and working reasonable overtime when required.
o Performing any other relevant and reasonable duties requested by the Practice Manager, reception manager or partners.
o Undertaking statutory and mandatory training as required.
o Providing an efficient word‑processing service for GPs and health professionals, typing letters, patient referrals etc. accurately and with quality.
o Making appointments, bookings and admissions as required.
o Establishing and maintaining filing and administrative systems so that written or computer information is easily accessible and secure.
o Scheduling return calls and enquiries to facilitate timely and appropriate communications.
o Assisting with the gathering of information for QOF, audits, enhanced service data when required.
o Providing cover for members of the team during periods of sickness and annual leave.
o Carrying 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
o Scanning patient‑related documents onto their medical record using read codes as agreed by the clinical team.
o Adding any additional information about the source of the document.
o Forwarding the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information.
o Ensuring incoming letters are scanned onto the patient record within a 48/72‑hour timescale.
o Scanning all internal paper documents onto the relevant patient record and then storing the documents in line with surgery procedures.
* Appointment System Management
o Booking, editing or cancelling appointments and recalls, ensuring sufficient information is recorded to retrieve the medical record.
o Monitoring the effectiveness of the system and reporting any problems or variations required.
o Dealing with home visit requests, carefully noting all details.
* Medical Records Management
o Retrieving and re‑filing records as required, ensuring strict alphabetical order.
o Ensuring correspondence, reports, results etc. are filed in the correct record.
o Keeping records neat, tidy and in good repair with all necessary information recorded correctly on the outer cover.
o Processing repeat prescriptions in accordance with practice guidelines.
o Handing completed repeat prescriptions to patients and checking names and addresses.
* Consultation Room Preparations
o Clearing and re‑stocking consulting rooms as required.
o Preparing consulting rooms in readiness for each consulting session.
o Checking rooms at the end of each consulting session and leaving them tidy and secure.
Person Specification
* Qualifications – Essential
o GCSE English & Maths 9–3.
o NVQ level 2 or equivalent Business/administration or customer service experience.
o Minimum of one year working in a similar environment.
* Qualifications – Desirable
o NVQ Level 3 Business/administration.
o Experienced GP Receptionist.
* Experience – Essential
o Experience of care/administration/reception.
* Experience – Desirable
o 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
Website: https://www.parkleysmedicalpractice.co.uk/
J-18808-Ljbffr