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Ombersley Medical Centre

Receptionist/Administrative Assistant

The closing date is 22 August 2025

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Job summary

Ombersley Medical Centre have a fantastic opportunity for 2 efficient, organised and motivated people to join our reception team after a member of the team retires.

You will need to demonstrate a positive and professional impression of yourself and the GP Practice by delivering customer service and administration to patients and customer alike. You will also need to show an ability to be able to handle a fast-paced environment whilst multi-tasking.

Main duties of the job

Duties will include:

  • To be responsible for undertaking a wide range of reception and administrative duties and the provision of general support to the multidisciplinary team.
  • Processing of information (electronic and hard copy) in a timely manner and assisting patients as required.
  • To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers
  • Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS)

About us

Ombersley Medical Centre is a busy, rewarding and patient-focused practice in Ombersley village, near Droitwich Spa, Worcestershire. We have approx. 7,200 patients and aim to deliver personalised, patient centred care in a safe and effective setting.

We are a GP training practice based in a modern and spacious building. We are proud to have strong patient satisfaction demonstrated by annual patient survey.

We are a based in the heart of our community and as such are involved with local fundraising and community events.

Details

Date posted

04 August 2025

Pay scheme

Other

Salary

£12.58 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A1966-25-0002

Job locations

Main Road

Ombersley

Droitwich

Worcestershire

WR9 0EL


Job description

Job responsibilities

The following are the core responsibilities of the receptionist/administration assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Action all incoming faxes

e. Signpost patients to the correct service

f. Process incoming and outgoing mail

g. Initiating contact with and responding to, requests from patients, team members and external agencies

h. Process referrals to external agencies such as secondary care using the electronic referral system (ERS)

i. Process recall letters as requested

j. Process all DNA letters in accordance with current policy

k. Action GP2GP tasks

l. Photocopy documentation as required

m. File and store records as required

n. Data entry of new and temporary registrations and relevant patient information as required

o. Input data into the patients healthcare records as necessary

p. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

q. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

r. Manage all queries (including administrative queries) as necessary in an efficient manner

s. Carry out system searches as requested

t. Maintain a clean, tidy, effective working area at all times

u. Monitor and maintain the reception area and notice boards

v. Support all clinical staff with general tasks as requested

w. Typing letters, reports and associated documentation as required

x. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

y. Manage all enquires in an effective manner

z. Maintain an accurate referrals database

Job description

Job responsibilities

The following are the core responsibilities of the receptionist/administration assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Maintaining and monitoring the practice appointment system

b. Process personal, telephone and e-requests for appointments

c. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

d. Action all incoming faxes

e. Signpost patients to the correct service

f. Process incoming and outgoing mail

g. Initiating contact with and responding to, requests from patients, team members and external agencies

h. Process referrals to external agencies such as secondary care using the electronic referral system (ERS)

i. Process recall letters as requested

j. Process all DNA letters in accordance with current policy

k. Action GP2GP tasks

l. Photocopy documentation as required

m. File and store records as required

n. Data entry of new and temporary registrations and relevant patient information as required

o. Input data into the patients healthcare records as necessary

p. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

q. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

r. Manage all queries (including administrative queries) as necessary in an efficient manner

s. Carry out system searches as requested

t. Maintain a clean, tidy, effective working area at all times

u. Monitor and maintain the reception area and notice boards

v. Support all clinical staff with general tasks as requested

w. Typing letters, reports and associated documentation as required

x. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

y. Manage all enquires in an effective manner

z. Maintain an accurate referrals database

Person Specification

Experience

Essential

  • .

Desirable

  • Experience of working in primary care
  • Experience of working in a GP practice

Qualifications

Essential

  • .

Desirable

  • .
Person Specification

Experience

Essential

  • .

Desirable

  • Experience of working in primary care
  • Experience of working in a GP practice

Qualifications

Essential

  • .

Desirable

  • .

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.

Employer details

Employer name

Ombersley Medical Centre

Address

Main Road

Ombersley

Droitwich

Worcestershire

WR9 0EL


Employer's website

https://www.ombersleymedicalcentre.co.uk (Opens in a new tab)

Employer details

Employer name

Ombersley Medical Centre

Address

Main Road

Ombersley

Droitwich

Worcestershire

WR9 0EL


Employer's website

https://www.ombersleymedicalcentre.co.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Andrea Hinton

andrea.hinton@nhs.net

01905622900

Details

Date posted

04 August 2025

Pay scheme

Other

Salary

£12.58 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A1966-25-0002

Job locations

Main Road

Ombersley

Droitwich

Worcestershire

WR9 0EL


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