Reception Administrator

NHS; Brierley Hill; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare organization is seeking a compassionate and organized Reception Administrator to join their team. This role involves managing patient interactions, appointment bookings, and administrative tasks to support a busy GP surgery. The ideal candidate will have prior experience in a healthcare setting and excellent communication skills, ensuring a positive experience for patients. Join a supportive team dedicated to delivering high-quality care to the community.

Benefits

Opportunities for ongoing development

Positive and inclusive workplace

Qualifications

• Prior experience in NHS or GP surgery is essential.
• Familiarity with EMIS or similar clinical systems is highly desirable.

Responsibilities

• First point of contact for patients, managing appointments and queries.
• Maintaining accurate patient records and handling correspondence.

Skills

Communication

Attention to Detail

Organisational Skills

Problem-Solving

Education

GCSE grade AC / 49 in English and Maths

NVQ Level 2 or 3 in Business Administration

Tools

EMIS

Microsoft Office

Job description

Are you an experienced NHS receptionist or GP surgery administrator looking for your next opportunity in a supportive, patient-focused practice? We are seeking a highly organised, compassionate and reliable Reception Administrator to join our friendly and hardworking team.

This is a varied and rewarding role that places you at the heart of the patient journey. You will be the first point of contact for our diverse patient populationanswering calls, welcoming visitors to the surgery, managing appointment bookings, processing repeat prescriptions, and assisting with a range of administrative tasks to support clinicians and colleagues.

Prior experience within the NHS or a GP surgery is essential, and familiarity with EMIS or similar clinical systems is highly desirable. You will need excellent communication skills, attention to detail, and a calm, professional approach in a busy environment.

In return, we offer a positive and inclusive workplace, opportunities for ongoing development, and the chance to play a key part in delivering safe, high-quality care to the local community. If you are motivated, caring and committed to supporting the NHS, we would love to hear from you.

Main duties of the job

As a Reception Administrator, you will play a key role in ensuring the smooth and professional running of our GP surgery. Your responsibilities will include welcoming patients in person, answering telephone and online enquiries, booking appointments, updating medical records, processing prescription requests, and managing a range of administrative duties to support the clinical team. You will handle incoming and outgoing correspondence, scan and file documents accurately, and liaise with external healthcare providers to support continuity of care.

Youll be expected to use EMIS and NHS systems confidently to maintain accurate records, process tasks efficiently, and ensure patients are signposted to the most appropriate service. You will contribute to rota planning, patient communications, and the day-to-day coordination of front desk operations.

This is a fast-paced, patient-facing role requiring excellent communication skills, a strong sense of discretion, attention to detail, and the ability to remain calm under pressure. You will be an essential part of the team, helping to deliver compassionate, safe and effective care to our local community.

About us

We are a dedicated and supportive organisation committed to delivering high-quality services in a safe, professional, and inclusive environment. Our teams work collaboratively with a strong focus on respect, integrity, and continuous improvement. We recognise the vital contribution of every member of staff and promote a positive working culture where individual skills are valued and development is encouraged. We are proud to offer a welcoming atmosphere, opportunities for training and career progression, and a strong commitment to staff well-being. By joining us, you will become part of a team that is passionate about making a difference every day, delivering excellent service, and supporting the health and well-being of our community.

Job responsibilities

We are seeking an enthusiastic, organised, and compassionate Reception Administrator to join our general practice team. This role is pivotal in ensuring the smooth running of our busy surgery, providing essential administrative and reception support to patients and colleagues.

The successful applicant will act as the first point of contact for patients, whether in person, over the phone, or online. You will be responsible for greeting patients, booking appointments, signposting queries to the appropriate services, managing repeat prescription requests, and maintaining accurate and up-to-date patient records using EMIS and associated NHS systems.

Duties include managing incoming and outgoing correspondence, scanning and processing clinical documents, assisting with patient registration, supporting the prescription workflow, and dealing with enquiries from external healthcare providers. You will also handle urgent administrative tasks passed on by clinical staff and contribute to internal communications within the practice.

You will be expected to maintain confidentiality at all times, work calmly under pressure, and communicate with empathy and professionalism. A good understanding of NHS systems, particularly EMIS, is desirable, and prior experience in a GP practice or healthcare setting is essential.

The Reception Administrator will work as part of a supportive, multi-disciplinary team and will be integral to maintaining high standards of patient care. Training will be provided, and opportunities for development within the practice are available.

This is a patient-facing role that requires reliability, adaptability, and a strong commitment to excellent service. We welcome applications from candidates who share our values of compassion, inclusivity, professionalism, and teamwork.

Person Specification

Personal Qualities

• Ability to remain calm, courteous and professional in a busy and sometimes challenging environment
• Demonstrates a patient-centred approach with a commitment to delivering high-quality service
• Strong attention to detail and accuracy when inputting data or handling documentation
• Ability to deal with confidential information with sensitivity and discretion
• Demonstrates initiative and problem-solving skills in day-to-day administrative tasks
• Flexible approach to working hours, including occasional cover for colleagues during absence or periods of high demand
• Commitment to working as part of a team and contributing positively to team culture
• Willingness to adapt to changes in systems, technology, or workflow processes
• Ability to learn and apply new skills quickly
• Professional appearance and manner appropriate for a healthcare setting
• Basic IT skills, including confident use of email, internet, and word processing
• Awareness of infection control, including blood-borne viruses and hygiene protocols
• Experience of handling clinical correspondence and patient records
• Understanding of confidentiality, GDPR, and information governance in healthcare
• Experience working in a role involving frequent contact with the public or patients
• Knowledge of local NHS services and care pathways
• Familiarity with telephone systems used in general practice (e.g. call queuing, triage)
• Ability to speak a second language or support patients with communication needs
• Experience supporting patients with long-term conditions, mental health needs, or disabilities
• Knowledge of safeguarding procedures or experience working within a safeguarding-aware environment

Qualifications

• GCSE grade AC / 49 in English and Maths, or equivalent qualifications
• Previous experience working in a GP surgery or NHS primary care setting
• Confident and competent in using Microsoft Office applications (Word, Outlook, Excel)
• Experience of using EMIS or another clinical system (or willingness to learn quickly)
• Excellent written and verbal communication skills
• Strong organisational skills with the ability to prioritise a busy workload
• Ability to work calmly and professionally under pressure
• Demonstrated commitment to maintaining patient confidentiality and data protection standards
• Friendly, approachable manner with a strong focus on patient service
• Ability to work effectively both independently and as part of a team
• Good attention to detail and accuracy when inputting data or handling documents
• Punctual, reliable and flexible with working hours when required
• NVQ Level 2 or 3 in Business Administration, Customer Service, or equivalent
• Previous experience using EMIS Web, Docman, AccuRx, or other clinical systems
• Experience working in a multi-disciplinary primary care team
• Understanding of GP practice appointment systems and workflow
• Knowledge of medical terminology and coding (e.g. Read or SNOMED codes)
• Experience processing repeat prescriptions and supporting prescription workflows
• Trained in basic life support or first aid
• Experience handling confidential or sensitive information within a healthcare setting
• Ability to communicate effectively with a wide range of people, including vulnerable patients
• Willingness to undertake further training and development relevant to the role

Experience

• Experience of working within a GP surgery, NHS, or other healthcare environment
• Experience of working within a multi-disciplinary team, including nursing and clinical staff
• Experience of dealing with vulnerable patients, showing empathy and discretion
• Excellent interpersonal and communication skills, both written and verbal
• Ability to manage sensitive or challenging situations in a calm and professional manner
• Strong organisational skills and the ability to prioritise workload effectively
• Competent in using IT systems including Microsoft Office and email communication
• Commitment to maintaining confidentiality and adhering to data protection regulations
• Ability to work independently and use initiative, while also being a team player
• Reliable, punctual, and flexible in responding to the needs of the service
• Willingness to undertake relevant training and adapt to change in a dynamic environment
• Experience of working in primary care
• Experience of working in a GP practice
• Familiarity with EMIS Web, Docman, AccuRx or other clinical software
• Knowledge of medical terminology and administrative procedures in healthcare
• Experience of working with or supporting patients with additional needs (e.g. mental health, disability, language barriers)
• NVQ Level 2 or 3 in Business Administration, Health and Social Care, or Customer Service
• Understanding of appointment triage and signposting processes in general practice
• Experience handling repeat prescriptions and supporting prescription workflows
• Experience processing clinical documents and correspondence in a timely and accurate manner
• Awareness of safeguarding procedures and the importance of maintaining accurate records
• Evidence of continued professional development or willingness to undertake further training

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.