Job summary
Earls Court Medical Centre is seeking an experienced, organised and proactive Administration / Reception Manager to lead our front-of-house and administrative services. This is a key leadership role within our practice, responsible for ensuring the smooth and efficient operation of reception and administration, delivering an excellent patient experience, and supporting the wider clinical and management team.
The successful candidate will manage and supervise the reception/admin teams, oversee workflow and rotas, coordinate communication, and ensure processes operate efficiently and in line with practice policies, CQC standards, GDPR and safeguarding requirements. You will play a vital part in maintaining the high standards and compassionate ethos of our practice.
What We Offer
Competitive salary dependent on experience
Supportive and friendly workplace environment
Opportunities for ongoing training and professional development
A key leadership role within a respected and forward-thinking GP practice
Main duties of the job
The Administration / Reception Manager will:
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Lead, supervise and support the reception and administrative teams.
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Oversee daily reception and admin operations to ensure high-quality patient services.
-
Manage rotas, ensuring adequate staffing cover for leave and absences.
-
Support recruitment, induction, training and mandatory training compliance.
-
Review and update reception/admin policies, processes and SOPs.
-
Ensure accurate patient data processes, including registrations, summaries and workflow management.
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Act as the main point of contact for external agencies (police, DVLA, solicitors).
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Support coordination of home visits and ensure appointment books reflect staff leave.
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Provide initial guidance to patients wishing to raise concerns or complaints.
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Manage incoming deliveries and ensure cold chain compliance.
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Act as Fire Marshal, maintain evacuation lists and visitor logs.
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Prepare agendas, take minutes and support meetings including the PPG.
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Assist with QOF, FFT promotion and minor audit tasks.
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Support website and social media updates (if required).
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Promote a culture of continuous improvement and patient-centred service delivery.
About us
Earls Court Medical Centre is a friendly, supportive and patient-centred practice located in Central/West London, serving approximately 6,800 patients.
Our multidisciplinary team includes experienced GPs, clinical pharmacists, an independent prescriber, practice nurses, a healthcare assistant and social prescribers, supported by a skilled administrative and care navigation team. We use SystmOne and innovative digital tools to improve access and patient experience.
We value teamwork, professionalism and continuous improvement, and we are committed to supporting staff development and wellbeing.
Job description
Job responsibilities
The Administration / Reception Manager will:
-
Lead, supervise and support the reception and administrative teams
-
Oversee daily reception and admin operations to ensure high-quality patient services
-
Manage rotas, ensuring adequate staffing cover for leave and absences
-
Support recruitment, induction, training and mandatory training compliance
-
Conduct staff appraisals and identify training needs
-
Review and update reception/admin policies, processes and SOPs
-
Ensure accurate patient data processes, including registrations, summaries and workflow management
-
Act as the main point of contact for external agencies (police, DVLA, solicitors)
-
Support coordination of home visits and ensure appointment books reflect staff leave
-
Provide initial guidance to patients wishing to raise concerns or complaints
-
Manage incoming deliveries and ensure cold chain compliance
-
Act as Fire Marshal, maintain evacuation lists and visitor logs
-
Prepare agendas, take minutes and support meetings including the PPG
-
Assist with QOF, FFT promotion and minor audit tasks
-
Support website and social media updates (if required)
-
Promote a culture of continuous improvement and patient-centred service delivery
Job description
Job responsibilities
The Administration / Reception Manager will:
-
Lead, supervise and support the reception and administrative teams
-
Oversee daily reception and admin operations to ensure high-quality patient services
-
Manage rotas, ensuring adequate staffing cover for leave and absences
-
Support recruitment, induction, training and mandatory training compliance
-
Conduct staff appraisals and identify training needs
-
Review and update reception/admin policies, processes and SOPs
-
Ensure accurate patient data processes, including registrations, summaries and workflow management
-
Act as the main point of contact for external agencies (police, DVLA, solicitors)
-
Support coordination of home visits and ensure appointment books reflect staff leave
-
Provide initial guidance to patients wishing to raise concerns or complaints
-
Manage incoming deliveries and ensure cold chain compliance
-
Act as Fire Marshal, maintain evacuation lists and visitor logs
-
Prepare agendas, take minutes and support meetings including the PPG
-
Assist with QOF, FFT promotion and minor audit tasks
-
Support website and social media updates (if required)
-
Promote a culture of continuous improvement and patient-centred service delivery
Person Specification
Experience
Essential
- Supervisory or management experience in reception or administration
- Experience leading a team in a customer-facing environment
- Experience working in a GP practice or healthcare setting
- Experience managing rotas, performance and daily operations
- Experience handling patient or public queries, including sensitive situations
Desirable
- Experience using SystmOne
- Experience in NHS primary care
- Experience monitoring workflows and improving systems
Qualifications
Essential
- Educated to GCSE/A-Level standard or equivalent
- Good standard of literacy and numeracy
Desirable
- Administration, customer service or management qualification
- AMSPAR or equivalent medical administration training
Person Specification
Experience
Essential
- Supervisory or management experience in reception or administration
- Experience leading a team in a customer-facing environment
- Experience working in a GP practice or healthcare setting
- Experience managing rotas, performance and daily operations
- Experience handling patient or public queries, including sensitive situations
Desirable
- Experience using SystmOne
- Experience in NHS primary care
- Experience monitoring workflows and improving systems
Qualifications
Essential
- Educated to GCSE/A-Level standard or equivalent
- Good standard of literacy and numeracy
Desirable
- Administration, customer service or management qualification
- AMSPAR or equivalent medical administration training
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.
