Reception Administrator

GPS Healthcare


This job is now closed

Job summary

The ideal candidate will have experience of working in a busy reception or administration environment, have strong customer service skills

Interviews to be held : TBC

Work Pattern: Monday 13:00 - 18:00, Tuesday 13:30 - 18:30, Wednesday 13:00 - 18.00, Thursday 08:00 - 13:00 ( 20 hours per week)

100 Yew Tree Lane Solihull West Midlands B91 2RA

Main duties of the job

Front of House duties: Including desk enquiries, inbound and outbound telephone calls, appointments, prescription queries, letter processing, difficult discussions, general care of patients

Back office duties : Including scanning, reports, tasks, letters and medical secretary support

About us

GPS Healthcare is Investors in People accredited. Pride and focus on employee skill development and offering opportunities for personal training is central to our success.


5 weeks including BH + Birthday day (pro-rated)

NHS Pension Scheme

Training and development offered

Job description

Job responsibilities

1. To answer telephone calls and reception desk queries promptly and professionally

2. To coordinate appointment requests for urgent, same day, future and home visit appointments

3. To facilitate the administration of patient prescriptions in accordance with practice guidelines including; repeats, queries, controlled procedures and validating patient identification

4. To resolve a wide variety of patient queries received by telephone, in person and in writing. Including; prescriptions, medications, service contacts, specialist referrals, test results, scans and x-rays

5. Identify urgent matters and refer to the clinical team / duty doctor as appropriate

6. To accurately update and monitor patient records including, recording appointments, registration and removal of patients, change of address, correspondence sent / received, service provider updates

7. To deal with patient concerns and complaints in a calm and professional manner

8. To facilitate attendance at clinics / review appointments by assisting with routine monitoring and recalls. Using telephone calls, emails, letter writing, faxes as appropriate

9. To liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care.

10. To assist the practice team with clerical and administrative duties as may be reasonably required. Including; Reports, Registrations, Recalls, Links, Process reviews, Letter writing, Faxing, Scanning, Read Coding, Auditing

11. To fully participate in maintaining tidy and professional public, reception and kitchen areas, drinks distribution for reception and clinical teams, stock checking, premises security checks

12. As a potential key holder ensure buildings are left safe and secure upon leaving of an evening

13. Charging and receipt of payments including maintaining an accurate petty cash record

14. To work as a positive and supportive team member, providing cover for similar posts as required

15. To attend meetings, training and conferences as appropriate for the role and as required

16. To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective

17. To keep up to date with practice information including policy and procedure changes, staff rotas, alerts and service provisions

18. To ensure implementation and adherence to practice policy including; Equality and Diversity, Information Governance (including Data Protection Legislation), Confidentiality and Health and Safety

19. Other such duties that may be required

Person Specification



  • GCSE Grade A-C Maths and English (or equivalent)


  • As Level 1



  • Reception / Administration experience
  • Working within a busy environment
  • Applying accurate data entry
  • Proven experience in using data entry tools / IT systems
  • Proven customer service skills
  • Answering telephone enquiries / making outbound calls
  • Correspondence / letter writing
  • Worked as part of a team
  • Ability to understand the purpose and goals of the task in hand.
  • Ability to ensure accuracy of activity by monitoring own standards and asking for appropriate support
  • Ability to manage own workloads, understanding own priorities and sourcing help to achieve them whenever appropriate


  • Reception / Administration / Clinical Administration experience
  • Working with the general public
  • Some knowledge of the NHS and clinical procedures
  • Dealing with confidentiality
  • In addition to Level 1
  • To create and maintain records and reports
  • In addition to Level 1
  • Maintaining relationships with a wide range of clients
  • Understand client requirements and translate into successful outcomes
  • In addition to Level 1
  • Experience of working towards goals or targets
  • In addition to Level 1
  • Ability to identify and progress forward with efficiencies
  • To work under own initiative when appropriate
  • Helped to implement initiatives
  • In addition to Level 1
  • Excellent organizational skills
  • Co-ordinating Rotas / Diaries / Workloads

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

GPS Healthcare


Medical Centre

100 Yew Tree Lane


West Midlands

B91 2RA

Employer's website (Opens in a new tab)

For questions about the job, contact:

Human Resources


Date posted

18 May 2022

Pay scheme



£10 an hour



Working pattern


Reference number


Job locations

Medical Centre

100 Yew Tree Lane


West Midlands

B91 2RA

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0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.