Reception Coordinator

The Methodist Church in Britain; Sittingbourne; On-site; GBP 20,000 - 26,000; Full time

Benefits offered by this job

Salary progression

Staff development

Leadership opportunities

Job summary

The Meads Medical Practice is seeking a Reception Coordinator to lead the reception and administration team, ensuring smooth day-to-day operations. You will manage staffing, rotas, annual leave, induction, and prescription administration in partnership with the Clinical Pharmacist.

Strong GP practice experience and EMIS Web skills are essential. The role is hands-on with continued reception duties, reporting to the Operations Lead, and requires coordinating multidisciplinary teams to maintain

Qualifications

• GCSE English or equivalent required.
• Significant GP practice or primary care experience.
• Experience handling confidential information and working in a multidisciplinary team.
• Experience managing staff rotas, annual leave and workload allocation.
• Proficiency with Microsoft Office applications.
• Strong communication and interpersonal skills.

Responsibilities

• Oversee day-to-day delivery of the reception service, including staffing levels and delegation of duties.
• Support and guide reception and administrative staff day to day.
• Coordinate annual leave, staff rotas and sickness cover with the Operations Lead.
• Continue working on the reception rota alongside coordinator duties.
• Manage patient enquiries and book appointments.
• Oversee clinical and administrative workflows, including document scanning and report processing.
• Induct, train and support new reception staff.
• Coordinate prescription-related admin with the Clinical Pharmacist.
• Assist with handling patient concerns and complaints.
• Support surgery alterations, cancellations and emergency operations.
• Contribute to quality improvement programmes and audits.
• Develop supervisory processes and suggest system improvements to the Operations Lead.

Skills

Communication skills

MS Office

Organisational skills

Prioritisation

Data protection

Education

GCSE English or equivalent

NVQ Level 2 in business administration (nice to have)

Tools

EMIS Web

Job description

Reception Coordinator post at The Meads Medical Practice, a GP practice, leading the day-to-day running of the reception and administration team. The role covers staffing, rotas, annual leave, new-starter induction and the processing of patient documents and prescription admin, reporting to the Operations Lead. It is hands-on, with the postholder continuing on the reception rota alongside coordinating duties, and it suits either an existing coordinator or an experienced GP receptionist, care navigator or administrator. Significant primary care experience and experience using EMIS Web are essential.

What the job involves

• Oversee the day-to-day delivery of the reception service, including staffing levels and delegation of duties
• Support and guide reception and administrative staff day to day
• Coordinate annual leave, staff rotas and sickness cover with the Operations Lead
• Continue working on the reception rota alongside coordinator duties
• Manage patient enquiries, support care navigation and book appointments
• Oversee clinical and administrative workflows, including document scanning, coding and report processing
• Induct, train and support new reception staff
• Manage prescription-related admin in liaison with the Clinical Pharmacist
• Assist with the management of patient concerns and complaints
• Support surgery alterations, cancellations and emergency operational arrangements
• Assist with quality improvement programmes, audits and practice incentive schemes
• Develop supervisory processes and recommend system improvements to the Operations Lead

What’s required

Qualifications

• Good standard of general education, including GCSE (or equivalent) English

Experience

• Significant experience in a GP practice or primary care setting
• Patient-facing reception or administrative experience, dealing with patients, carers and the public
• Experience using EMIS Web
• Managing competing priorities in a busy environment
• Handling confidential and sensitive information
• Working as part of a multidisciplinary team

Skills & knowledge

• Excellent communication and interpersonal skills
• Competence in Microsoft Office applications
• Strong organisation and attention to detail
• Prioritising workload and staying calm under pressure
• Understanding of confidentiality, information governance and data protection, with high integrity

Other

• Reliable, flexible and adaptable, with a friendly, professional manner
• Positive, supportive approach to team working, including supporting colleagues
• Initiative, problem solving and confidence to make decisions within scope
• Commitment to excellent patient care, customer service and ongoing personal and professional development

Nice to have

• NVQ Level 2 or equivalent in business administration, customer service or a related subject
• Supervisory or team leadership training
• Care navigation training
• Previous experience as a Reception Coordinator, Supervisor, Team Leader or similar role
• Experience coordinating rotas, annual leave or workload allocation
• Knowledge of QOF, NHS primary care services and administrative workflows
• Knowledge of complaints handling and patient experience processes
• Leadership potential and interest in coordination responsibilities

What’s offered

• Salary progression following probation and continued development within the role
• Support for staff development and progression
• Opportunities to build leadership, coordination and management skills