Receptionist / Medical Administrator

NHS; Birmingham; On-site; GBP 20,000 - 30,000; Full time

Job summary

A healthcare provider in Birmingham is seeking a multi-skilled GP receptionist and medical administrator. This role is pivotal for patient care and includes responsibilities such as booking appointments, managing prescriptions, and ensuring data accuracy in SystmOne. The ideal candidate should have strong communication, organizational skills, and relevant experience in a patient care environment. A good standard of education and IT proficiency are also required. This position promises a supportive team environment aimed at high-quality patient care.

Benefits

NHS pension

Salary sacrifice car scheme

Discounts through membership

Qualifications

• Experience in a patient care environment, preferably primary care or pharmacy.
• Intermediate IT skills in Microsoft packages.
• Understanding of EPS and prescription management.

Responsibilities

• Book patient appointments for routine care, urgent needs, and medication reviews.
• Manage repeat prescriptions and liaise with clinicians.
• Input confidential patient data into SystmOne.

Skills

Excellent communication skills

Organisational skills

Attention to detail

Proactive problem-solving skills

Ability to work under pressure

Education

Good standard of general education

GCSE Mathematics grade C or above

GCSE English grade C or above

Tools

Microsoft Office

TPP SystmOne

Job description

This is a multi-skilled and highly responsible role within a busy GP surgery, combining patient-facing reception duties with administrative responsibilities and prescription processing. Working as part of a supportive team, the post-holder plays a key role in delivering high-quality patient care and ensuring the smooth running of the practice.

• GP receptionist: is the first point of contact for patients and visitors at the practice. The role involves providing excellent customer service, managing appointments, handling inquiries, and supporting the administrative functions of the practice.
• Medical administrator: include appointment management, processing repeat prescriptions, handling incoming and outgoing communications, managing referrals, coding clinical information, and maintaining accurate patient records. The role also involves liaising with patients, clinical staff, and external organisations to resolve queries and coordinate care effectively.

The ideal candidate will be organised, motivated, have a caring and proactive approach to patient care (face-to-face and on the telephone) and capable of working both independently and as part of a team. Excellent communication skills, attention to detail, and a commitment to confidentiality and professionalism are essential.

Main duties of the job

Book patient appointments for routine care, urgent needs, and medication reviews using the clinical system. Support patients with booking and scheduling queries.

• Manage repeat prescription requests, liaise with clinicians, and arrange related appointments to support safe prescribing.
• Open, scan, and distribute incoming mail. Code clinical correspondence and forward to appropriate team members or GPs following protocols.
• Input confidential patient data into SystmOne from notes, letters, and reports. Ensure accurate, standards-compliant coding. Process patient referrals efficiently, ensuring proper documentation and timely communication with patients and external providers.
• Maintain secure, well-organised filing systems both electronic and paper-based.
• Use SystmOne effectively, ensuring correct data entry and document access.
• Handle calls promptly and professionally. Make outgoing calls, relay accurate messages, and manage routine or urgent queries.
• Provide cover during colleague absence or leave to ensure service continuity.
• Send outgoing mail and maintain an effective system for pending tasks or follow-ups.
• Comply with legislative requirements, NHS policies, and practice procedures, including confidentiality and safeguarding.
• Proactively contact patients for chronic disease reviews, medication reviews, or screening.
• Support QOF, audits, and enhanced services with accurate data collection and reporting.
• Assist patients with online services and portal troubleshooting.

About us

Church Road Surgery and its branch site, Tile Cross Surgery, has an 11,200 patient list and is based in the east of Birmingham.

We are a friendly, supportive and innovative team led by 2 forward-thinking GP Partners and includes GPs, ACPs, ANPs, clinical pharmacists, FCPs, PAs, social prescribers nurses and admin.

As a Practice, we work within the Federation of OurHealth Partnership and the Shard End & Kitts Green PCN.

Our membership of Our Health Partnership allows staff extra benefits including discounts, NHS pension and a salary sacrifice car scheme.

Our aim is to embrace innovation in all areas of the Practice, always with the focus on providing the very best patient care while supporting and developing the team and evolving the Practice.

We are rated Good by CQC

Job responsibilities

Main duties of the job

GP receptionist job responsibilities

• To make appointments, bookings and admissions as required.
• To answer calls timely to provide patient centre care.
• Manage and triage patients medical needs and book with the most appropriate clinician.
• To assist clinicians with admin support.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To ensure tasks list are actioned timely.
• File patient records and correspondence in patient medical records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Process of incoming correspondence through the clinical system (e-workflow).
• To ensure clinical rooms are stocked.
• To maintain the computer clinic system in an accurate and secure manner.
• To provide cover for members of the Reception/admin team during periods of annual leave and sickness.
• To receive and dispatch mail.
• Processing of new patients to the practice.
• Promote online registration.

MedicalAdministrator job responsibilities

• Book patient appointments for routine care, urgent needs, and medication reviews using the clinical system. Support patients with booking and scheduling queries.
• Manage repeat prescription requests, liaise with clinicians, and arrange related appointments to support safe prescribing.
• Open, scan, and distribute incoming mail. Code clinical correspondence and forward to appropriate team members or GPs following protocols.
• Input confidential patient data into SystmOne from notes, letters, and reports. Ensure accurate, standards-compliant coding.
• Process patient referrals efficiently, ensuring proper documentation and timely communication with patients and external providers.
• Maintain secure, well-organised filing systems both electronic and paper-based.
• Use SystmOne effectively, ensuring correct data entry and document access.
• Handle calls promptly and professionally. Make outgoing calls, relay accurate messages, and manage routine or urgent queries.
• Provide cover during colleague absence or leave to ensure service continuity.
• Send outgoing mail and maintain an effective system for pending tasks or follow-ups.
• Comply with legislative requirements, NHS policies, and practice procedures, including confidentiality and safeguarding.
• Proactively contact patients for chronic disease reviews, medication reviews, or screening.
• Support QOF, audits, and enhanced services with accurate data collection and reporting.
• Assist patients with online services and portal troubleshooting.

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.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
• Access patient notes on a need-to-know basis only, ensuring privacy and confidentiality are maintained.

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 of 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 consistent with the scope of the job holders role.
• Undertaking periodic infection control training (minimum annually).
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognises 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/Engaging in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

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, including 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, either directly or under supervision
• 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 recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services

The post-holder will:

• 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.
• Attend staff practice meetings and reception meetings.

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position.

This description will be open to regular review and may be amended to take into account development within the Practice.

All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.

Person Specification

Qualifications

• Good standard of general education
• GCSE or equivalent Mathematics grade C or above
• GCSE or equivalent English grade C or above

Experience

• Experience of working in a patient care environment - preferably primary care or pharmacy.
• Excellent communication skills (written and oral).
• Intermediate level IT skills in Microsoft packages.
• Excel in working within a team.
• Ability to prioritise, plan and organise.
• Pro-active problem-solving skills ability to show initiative.
• Good interpersonal skills.
• Able to perform under pressure and adapt to needs of role.
• Understand importance of maintaining confidentiality.
• Good time management and experience of working to deadlines.
• A detailed understanding of a General Practice office environment.
• Hold a Full UK Driving Licence.
• Knowledge of TPP SystmOne clinical system.
• Understanding of EPS and prescription management.

Other pre-employment checks:

• Proof of right to work within the UK.
• At least two satisfactory references related to work.
• Satisfactory DBS check.

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.