Medical Receptionist/Administrator

Main duties of the job

This is a new post and the post holder will be required to work daily to assist with the day to day administrative workload for example, actioning e-mails, scanning documents, filing documents into our clinical information system, processing referrals, actioning taks, processing prescriptions, registering new patients, taking phone calls, and contacting patients who need follow up GP appointments or who are awaiting a call from the triage list to offer an appointment.

About us

[Employer hidden — sign up to reveal] is a small (around 4000 patients) but very friendly practice based in the Hednesford Health Centre. We currently have three GP partners, a Nursing team, Reception Team and Management Team.

Job responsibilities

• To cover reception desk, telephones and main reception duties in keeping with practice protocol in a promptly and courteous manner.
• Be polite and courteous to patients at all times projecting a positive image of the practice and always maintaining confidentiality.
• Process appointment requests from patients by telephone and in person.
• To be able to triage calls: signposting patients to relevant services or arranging appointments in surgery with the relevant clinician as appropriate.
• To have a sound and up-to-date knowledge of Local Care Pathways and local services, including the voluntary sector.
• To respond appropriately in emergency situations.
• To understand the common needs and safeguarding issues of vulnerable patient groups including children, elderly housebound and those with long-term conditions.
• Book interpreters as and when required.
• Receive and make telephone calls as required. Divert calls and messages ensuring accuracy of detail and prompt appropriate delivery.
• Enter requests for home visits onto the clinical system ensuring all relevant details are recorded and where necessary refer to the appropriate services.
• To respond to and deal with all routine and complex enquiries.
• Generate online test request forms.
• To respond to requests for results of blood tests, x-rays etc.
• Action all acute/repeat prescription requests.
• Deal with the day to day running of the computer system and enter patient information, clinical-coding as required.
• Process patients change of address (have knowledge of the practice area).
• To file, both electronically and manually, photocopy, fax and email all medical correspondence as required by the practice, both relating to patients and the practice.
• General appointments/requests for patients via the E-referral system.
• Advice patients of relevant charges for private services accept payment and issue receipts if necessary.
• Accept and hand out completed prescriptions, letters, forms and specimen bottles etc.
• Register patients for online services and deal with online prescription requests.
• To explain practice procedures and requirements to new patients and temporary patients, providing new patients with all appropriate documentation and appointments enabling them to register with the practice.
• Ensure all new patients are registered on to the computer system promptly and accurately.
• Open post/correspondence and distribute as necessary.
• Ensure letters and hospital referrals are typed and attached/sent appropriately.
• To scan/workflow/clinically code documents in relation to patients onto their computerised record.
• Liaise with all clinical staff reporting any problems to the Reception and/or Practice Manager or GP Partner as appropriate.
• To participate in the organisation of clinical rooms so that everyone knows which room to use.
• Ensure that the waiting room and reception area is left tidy at all times.
• Open up premises at the start of the day when first to arrive, and make all necessary preparations to receive patients.
• Ensure that all prescription stationery is locked away at the end of the working day.
• At the end of the day, ensure the telephone system has been transferred correctly to the out of hours service and secure the practice.
• To be flexible in the workplace in terms of hours worked as and when the need arises.
• Undertake any other additional duties appropriate to the post as requested by the Reception and Practice Manager and to meet the needs of new developments.

Person Specification

Experience

Essential

• Experience of working in a healthcare reception or administrative role.
• Working as part of a team.
• Have a high degree of empathy, diplomacy and integrity and and awareness of patients needs.

Desirable

• Experience of working in a GP practice

Qualifications

Essential

• A recognised qualification (NVQ Level 2/GCSE Grades A-D to include English and Maths) or have equivalent experience in a relevant role.

Desirable

• Qualified to NVQ Level 3

Knowledge and Skills

Essential

• Excellent keyboard and computer skills and a working knowledge of programs such as Microsoft Word/Excel.
• Comfortable in communicating via email.
• Ability to deal with sensitive and confidential issues professionally.
• Excellent communication, both written and verbal.
• Excellent organisational skills.
• Excellent telephone manner.
• Ability to use own initiative.
• Ability to multitask in a busy environment and to remain calm when working under pressure.
• Problem solving skills.
• Ability to follow practice policies and procedures.

Desirable

• Experience of working in a GP Practice.
• Knowledge of using EMIS Web.
• Knowledge of using Docman.
• Knowledge of READ/SNOMED coding, summarising, workflow of documents.

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: [Employer hidden — sign up to reveal]

Address: Hednesford Valley Health Centre, Station Road, Hednesford, Staffordshire, WS12 4DH

Employer's website: https://www.drmanickam-hednesford-valley.nhs.uk/

Employer contact details

For questions about the job, contact:

Practice Manager, Margaret Robinson

Email: [Employer hidden — sign up to reveal]

Phone: [contact hidden]

Additional details

Date posted: 07 May 2026

Pay scheme: Other

Salary: Depending on experience

Contract: Permanent

Working pattern: Part-time, Flexible working

Reference number: A1727-26-0001

Job locations: Hednesford Valley Health Centre, Station Road, Hednesford, Staffordshire, WS12 4DH

Closing date: 01 June 2026