Receptionist/Administrator
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Job Summary
* Answer the telephone in a polite and professional manner, taking and passing messages accurately and appropriately.
* Administer repeat prescription protocol.
* Ensure pathology samples are available for collection.
* Obtain telephone contacts for doctors and practice nurses on request.
* Make routine telephone calls and enquires as required.
* Process registration applications and deduction of patients, ensuring adherence to the practice patient registration and deduction protocols.
* Ensure that all new patients are registered onto the computer system promptly and accurately.
* Ensure by regular enquiry, the patient computer records display the current address of patient, the current phone number and that changes of name or address are recorded with regard to Links and according to practice protocols.
Responsibilities
* Provide full administrative support to patients requesting medical reports etc.
* Work with the PM to update practice policies and procedures.
* Apply Practice policies, standards and guidance.
* Discuss with other members of the team how the policies, standards and guidelines will affect own work.
* Participate in audit where appropriate.
* Routine administrative support as required & competence with practice equipment.
* Provide administrative support to members of the primary health care team.
* Photocopying.
* Scanning.
* Filing.
* Franking Mail.
* Cover for Reception as required.
* Maintaining the computerised appointment system and helping patients with any queries.
* Maintain front of house protocols.
* Administration of baby and other clinics as and when necessary.
* Attend and contribute to Practice Meetings.
Management of Medical Records
* Ensure that records are available in the instances of urgent consultation.
* Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to. Support the summariser/coder as required.
* Ensure correspondence, reports, results etc. are filed in correct records.
* Ensure records are kept neat and tidy, secure and in good repair with all necessary information recorded correctly on the outer cover.
* Management of appointment system: ensure total familiarity with all appointment systems including regular and incidental variations.
* Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include: using personal security systems within the workplace according to Practice guidelines, identifying the risks involved in work activities and undertaking such activities in a way that manages those risks, making effective use of training to update knowledge and skills, using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, actively reporting health and safety hazards and infection hazards immediately when recognised, keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness, undertaking periodic infection control training, reporting potential risks identified.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues, behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal & Professional Development
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include participation in an annual individual performance review, taking responsibility for maintaining a record of own personal and/or professional development, taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality
The post-holder will strive to maintain quality within the Practice, and will alert other team members to issues of quality and risk, assess own performance and take accountability for own actions, contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance, work effectively with individuals in other agencies to meet patients needs, effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to: communicate effectively with other team members, communicate effectively with patients and carers, recognize peoples needs for alternative methods of communication and respond accordingly. This is not intended to be an exhaustive list of responsibilities, and it is expected that you will participate in a wide range of activities.
Qualifications
* GCSEs (or equivalent) in English and Mathematics
* Relevant professional or vocational qualification appropriate to the role (e.g., NVQ Level 2/3 in Business Administration, Health & Social Care, or equivalent experience)
* Evidence of continuous professional development
Experience
* Minimum of one year’s experience working in a GP surgery or primary care setting
* Experience providing excellent customer or patient service in a fast-paced environment
* Experience using IT systems confidently, including clinical systems such as EMIS or SystmOne
* Experience working effectively as part of a multidisciplinary team
Person Specification
* Minimum of one year’s experience working in a GP surgery or primary care setting
* Experience providing excellent customer or patient service in a fast-paced environment
* Experience using IT systems confidently, including clinical systems such as EMIS or SystmOne
* Experience working effectively as part of a multidisciplinary team
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: The Wand Medical Centre
Address: 15 Frank Street, Birmingham, B12 0UF
Website: https://www.thewandmedicalcentre.nhs.uk/
Job Details
* Date posted: 25 November 2025
* Pay scheme: £12.21 to £12.71 an hour
* Contract: Permanent
* Working pattern: Part-time
* Reference number: A1771-25-0005
* Job location: 15 Frank Street, Birmingham, B12 0UF
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