GP Receptionist / Administrator

Respond to requests from patients, colleagues and external organisations, passing queries to the appropriate team when needed. Share administrative duties with colleagues including referrals, summarising records, clinical coding and support for medical students and GP trainees.

Register new and temporary patients and update patient details. Process incoming and outgoing patient records.

Scan, process and route workflow documents and correspondence. Carry out system searches and support patient invitations and recalls.

Learn the basics of Quality and Outcomes Framework (QOF) administration and support the team with monitoring. Become familiar with the practices electronic processes for managing private work including medical reports, fees, invoicing and payments.

Organise and prioritise work to meet agreed targets and deadlines. Identify outstanding tasks, take initiative and follow work through to completion.

Provide flexible support across the team, including additional reception cover during annual leave and sickness. Maintain confidentiality and follow practice policies and procedures.

Undertake training and duties as directed by the Practice Manager or Reception Supervisor. Job Summary To provide flexible support across the reception and administrative functions of the practice, working alongside colleagues to help maintain an organised, responsive and efficient service.

This is an additional role within the team. It combines reception and administrative responsibilities, with a minimum of 15 hours per week supporting our reception service.

The balance of duties will be directed by the Practice Manager or Reception Supervisor according to practice needs, including additional reception cover during annual leave and sickness. The postholder will develop skills across the administrative team and share duties with colleagues.

These may include referrals, summarising patient records, document workflow, prescription requests, private income administration and support for medical students and GP trainees. The role requires sound judgement, initiative and the ability to organise work accurately to agreed targets and deadlines.

Training and support will be provided, with duties undertaken according to the postholders competence. Maintain and monitor the practice appointment system.

Process appointment requests received in person, by telephone and online. Answer incoming telephone calls, deal with requests appropriately and transfer calls when required.

Guide patients to the appropriate service in accordance with practice procedures. Respond to queries efficiently and sensitively, recognising those requiring prompt attention.

Initiate contact with patients, colleagues and external agencies as required. Record and pass on information and messages accurately.

Support patients in accessing practice services and communicate clearly and respectfully. Maintain the reception area and patient notice boards.

Complete opening and closing procedures in accordance with the duty rota. The postholder will learn and provide support across the following areas.

Duties will be shared and allocated according to workload, priorities and staffing needs. Register new and temporary patients and update patient demographics.

Process incoming and outgoing patient records, including relevant GP2GP tasks. Process incoming and outgoing correspondence.

Scan and attach documentation to patient records where required. Process and route electronic workflow documents, completing administrative actions within agreed procedures.

Enter information accurately into patient healthcare records. Undertake clinical coding and summarise patient records following appropriate training and practice guidance.

Process referrals using the appropriate electronic systems, following clinical instructions and practice procedures. Monitor referral administration and follow up outstanding queries or actions.

Carry out system searches and support patient invitations, recalls and follow-up correspondence. Learn the basics of Quality and Outcomes Framework (QOF) administration and support monitoring, recalls and follow-up as directed.

Learn the practices electronic processes for managing private work, including medical reports, fees, invoicing and payments, to provide cover when required. Learn and support the processes for handling Subject Access Requests (SARs) in accordance with practice procedures.

Provide administrative and organisational support for medical student placements and GP training. Provide cover for colleagues across the administrative team once trained.

Organise and prioritise allocated work to meet agreed targets and deadlines. Review outstanding work and identify tasks requiring attention without waiting to be asked.

Take initiative within the responsibilities of the role and seek guidance when needed. Follow tasks through to completion and maintain clear records of progress.

Inform the Practice Manager or Reception Supervisor promptly if workloads, difficulties or delays may affect completion. Adapt to changing priorities and move between duties as directed.

Work cooperatively with colleagues and support the wider multidisciplinary team. Provide additional reception cover during annual leave, sickness and other staffing pressures.

Suggest practical improvements to administrative processes. Maintain a clean, tidy and organised working area.

As required and following appropriate guidance or training: Support practice audits and administrative projects. Assist with meeting arrangements, agendas and minutes.

Monitor and order stationery and other supplies. Attend team meetings and contribute to discussions about practice processes.

Undertake other reasonable duties appropriate to the role, as directed by the Practice Manager or Reception Supervisor. Maintain patient and staff confidentiality at all times.

Handle information securely and follow practice information governance procedures. Follow practice policies, procedures and relevant guidance.

Report errors, incidents, near misses and concerns promptly. Recognise the limits of the role and refer clinical questions or decisions to an appropriate clinician.

Treat patients, visitors and colleagues with respect. Complete mandatory training and participate in training relevant to the role.

The postholder will be expected to develop a working knowledge of the different reception and administrative functions of the practice. Training will be provided in relevant systems and processes.

The postholder must be willing to learn, act on feedback and take increasing responsibility as competence develops. This job description outlines the main responsibilities of the post.

The allocation of duties may change according to service needs, workload and staffing levels. It will be reviewed with the postholder as the role develops.