Administrator / Receptionist

NHS; West Midlands; On-site; GBP 18,000 - 24,000; Part time

Job summary

A local healthcare practice is seeking a part-time Administrator/Receptionist for an essential role within their administration team. The position requires previous experience in customer service, effective communication skills, and the ability to manage various administrative tasks. Working hours will be Wednesday to Friday, with flexibility for covering additional shifts. The role demands accuracy and attention to detail, alongside proficiency in Microsoft Office applications. Candidates must have at least 5 GCSEs including Maths and English.

Responsibilities

• Provide general administrative assistance.
• Facilitate effective communication between patients and health-care teams.
• Manage clinical samples and waste.

Skills

Customer service

Communication

Attention to detail

Organization

Computer skills

Education

Minimum of 5 GCSEs (A–C in Maths and English Language)

Tools

Microsoft Word

Excel

Outlook

Job description

Job Summary

Grey Gable Surgery is recruiting a part‑time Administrator / Receptionist. The working pattern will be Wednesday, Thursday and Friday, finishing at 18:30 (start times negotiable from 08:00). The role is fully integrated with the administration team and requires friendly, professional customer‑service experience. Flexibility is required to cover annual leave, absences and additional hours as needed.

About Us

We are a small dispensing practice serving approximately 6,200 patients. We provide a friendly, helpful service within a supportive, learning and open ethos.

Job Responsibilities

• Provide general administrative assistance and project a positive and friendly image to patients and visitors, in person or via the telephone.
• Undertake a variety of administrative duties for the smooth running of the centre.
• Facilitate effective communication between patients, the primary health‑care team, secondary care and other agencies.
• Cover reception duties as and when required.
• Maintain and monitor the practice appointments and recall system.
• Process personal and telephone requests for appointments and ensure callers are directed to the appropriate professional.
• Process and distribute incoming and outgoing mail.
• Take messages and pass on information.
• File and retrieve paperwork.
• Proactively call and recall patients by letter, text and telephone.
• Enter and collate data on computers in accordance with centre procedures.
• Initiate contact with and respond to requests from patients and other team members.
• Clear and restock consulting rooms as required.
• Manage clinical samples and waste.
• Provide clerical assistance to practice staff, including filing, photocopying and scanning.
• Order, re‑order and monitor stationery and supplies.
• Provide refreshments for staff and visitors as required.

Experience

• Essential: Experience of liaising with the public on the telephone and face to face.
• Desirable: Experience working in general practice; previous administrative work; team working; telephone switchboard operation; customer service in a public/health sector environment; knowledge of local area and services.

Qualifications

• Essential: Minimum of 5 GCSEs (A–C in Maths and English Language) with provision of original certificates if appointed.

Skills & Abilities

• Essential: Ability to communicate effectively and sensitively with colleagues and the public; carry out administrative tasks; accuracy and attention to detail; prioritise and organise own work to meet deadlines; well‑established computer skills; understand confidentiality and maintain it; work without direct supervision; work as part of an integrated multi‑skilled team; work under pressure.
• Desirable: Evidence of working to deadlines; evidence of completing tasks effectively.

Knowledge

• Essential: Working knowledge of Microsoft Word, Excel and Outlook.
• Desirable: Knowledge of EMIS Web clinical system; knowledge of document management systems including Docman; experience as a medical secretary; basic knowledge of how the NHS is organised and the services it provides; knowledge of the Data Protection Act and confidentiality.

Disclosure and Barring Service Check

The post is subject to a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.