Job summary
Fernlea Surgery, is a busy and well-establish GP Practice in South Tottenham, North London, is seeking an enthusiastic Medical Receptionist/Administrator to join our friendly and supportive Medical Administration team.
We have an excellent team of GPs and Nurses, a supportive Management Team and efficient administrative team. Our Practice list size is approximately 12,500.
We are open to full time and part time applicants and can offer a range of shifts between Monday to Friday.
Shifts would range from 8am - 6:30pm with either a 8am start or 1pm.
What we offer
- A competitive salary
- Paid 30 minute lunch break per day
- NHS Pension scheme
- Paid DBS
- Starting with 20 days annual leave (plus bank holidays)
- Free on-site car parking
- Supportive and welcoming team environment
- Full training and development opportunities
Main duties of the job
Main duties of the job
This is a varied, rewarding position in a busy GP practice setting. The Medical Receptionist/Administrator will work across both administrative and reception functions within the practice, providing reliable operational support to clinicians and the wider multidisciplinary team. The role requires an individual who can work confidently with clinical systems, manage competing priorities, and provide a professional patient-facing service while exercising judgement and initiative.
About us
Fernlea Surgery Practice is a vibrant, well established, forward-thinking serving a diverse population of approximately 12,500 patients in South Tottenham, North London. We provide various NHS community and primary care clinical services. Our dedicated team includes GPs, practice nurses, pharmacists, health care assistants, physiotherapists and administrative staff, all working together to go above and beyond in delivering exceptional patient care to a community we are proud to serve.
We foster a supportive, friendly, compassionate working environment, creating a space where everyone feels valued and staff are encouraged to share ideas and contribute to improving the way we work. Our ethos is patient-centred and we pride ourselves on a warm, compassionate approach combined with efficiency and professionalism.
Job description
Job responsibilities
Job responsibilities
Main duties and responsibilities of the post
1. Administrative and coordination responsibilities
- Undertake a broad range of administrative duties to support the effective running of the practice
- Process patient information (electronic and hard copy) accurately, securely, and in a timely manner
- Monitor, manage, and action incoming emails, electronic tasks, and workflow requests independently
- Carry out searches, audits, recalls, and administrative reporting as required
- Type letters, reports, referrals, and associated clinical documentation
- Respond to administrative requests from clinicians, using judgement to prioritise actions
- Identify system issues, workflow gaps, or risks and escalate appropriately
- Report faults to software suppliers and/or IT support and track progress
2. Reception and patient-facing responsibilities
- Act as a professional and confident point of contact for patients, both face to face and via telephone
- Respond to patient enquiries using judgement to prioritise urgent, complex, or sensitive matters
- Support safe navigation of patients to the most appropriate service in line with practice policy
- Book appointments, recalls, and follow-ups accurately using the computerised appointment system
- Monitor patient flow and waiting times and escalate concerns appropriately
- Explain practice procedures, registration processes, and temporary resident arrangements clearly
3. Clinical systems and medical records
- Assist with the accurate input, updating, and maintenance of patient records on EMIS
- Clinically code data and correspondence where appropriate
- Scan, upload, and file patient-related documentation promptly
- Open, date-stamp, and distribute correspondence, reports, and results to relevant clinicians
- Arrange retrieval, transfer, and re-filing of medical records as required
4. Communication and telephone systems
- Receive and make telephone calls in accordance with practice policy, using clear communication and active listening
- Take accurate messages and ensure timely communication with clinicians and team members
- Ensure the telephone system is operational at the start of each day and switched to night service at the end of the day
5. Start and end of day procedures
- Open the premises at the start of the day, deactivate alarms, and prepare the practice to receive patients
- Secure the premises at the end of the day, ensuring the building is locked and alarms activated
- Be able to work shifts between 8.00am and 6.30pm as required
6. Professional responsibilities
Maintain strict confidentiality at all times
- Demonstrate the ability to think independently, problem-solve, and manage competing priorities
- Use initiative, discretion, and common sense when responding to patient and operational issues
- Communicate effectively with colleagues, clinicians, and external organisations Maintain a clean, organised, and efficient working environment
- Communicate and work collaboratively with colleagues at all levels, treating others with professionalism, courtesy, and respect at all times.
7. Additional duties
- Undertake any other delegated duties appropriate to the role
This job description outlines the main duties of the post and may be reviewed and amended in line with service needs.
Job description
Job responsibilities
Job responsibilities
Main duties and responsibilities of the post
1. Administrative and coordination responsibilities
- Undertake a broad range of administrative duties to support the effective running of the practice
- Process patient information (electronic and hard copy) accurately, securely, and in a timely manner
- Monitor, manage, and action incoming emails, electronic tasks, and workflow requests independently
- Carry out searches, audits, recalls, and administrative reporting as required
- Type letters, reports, referrals, and associated clinical documentation
- Respond to administrative requests from clinicians, using judgement to prioritise actions
- Identify system issues, workflow gaps, or risks and escalate appropriately
- Report faults to software suppliers and/or IT support and track progress
2. Reception and patient-facing responsibilities
- Act as a professional and confident point of contact for patients, both face to face and via telephone
- Respond to patient enquiries using judgement to prioritise urgent, complex, or sensitive matters
- Support safe navigation of patients to the most appropriate service in line with practice policy
- Book appointments, recalls, and follow-ups accurately using the computerised appointment system
- Monitor patient flow and waiting times and escalate concerns appropriately
- Explain practice procedures, registration processes, and temporary resident arrangements clearly
3. Clinical systems and medical records
- Assist with the accurate input, updating, and maintenance of patient records on EMIS
- Clinically code data and correspondence where appropriate
- Scan, upload, and file patient-related documentation promptly
- Open, date-stamp, and distribute correspondence, reports, and results to relevant clinicians
- Arrange retrieval, transfer, and re-filing of medical records as required
4. Communication and telephone systems
- Receive and make telephone calls in accordance with practice policy, using clear communication and active listening
- Take accurate messages and ensure timely communication with clinicians and team members
- Ensure the telephone system is operational at the start of each day and switched to night service at the end of the day
5. Start and end of day procedures
- Open the premises at the start of the day, deactivate alarms, and prepare the practice to receive patients
- Secure the premises at the end of the day, ensuring the building is locked and alarms activated
- Be able to work shifts between 8.00am and 6.30pm as required
6. Professional responsibilities
Maintain strict confidentiality at all times
- Demonstrate the ability to think independently, problem-solve, and manage competing priorities
- Use initiative, discretion, and common sense when responding to patient and operational issues
- Communicate effectively with colleagues, clinicians, and external organisations Maintain a clean, organised, and efficient working environment
- Communicate and work collaboratively with colleagues at all levels, treating others with professionalism, courtesy, and respect at all times.
7. Additional duties
- Undertake any other delegated duties appropriate to the role
This job description outlines the main duties of the post and may be reviewed and amended in line with service needs.
Person Specification
Experience
Essential
- Ability to carry out a wide range of administrative tasks accurately and efficiently in a busy environment.
- Ability to manage multiple tasks simultaneously and prioritise workload appropriately.
- Ability to use judgement and initiative when responding to queries and operational issues.
- Ability to handle confidential and sensitive information appropriately and understand the importance of information governance.
- Confident IT skills, including accurate data entry and use of computerised systems.
- Strong written and verbal communication skills.
- Ability to remain calm, professional, and organised when dealing with complex, sensitive, or challenging situations.
- Ability to work independently as well as collaboratively within a multidisciplinary team.
- Ability to understand, follow, and apply policies, procedures, and guidance.
- Willingness to undertake training relevant to the role.
Desirable
- Experience working in an administrative role within healthcare, primary care, or a fast-paced office environment.
- Experience of working within a GP practice or NHS setting.
- Experience of using clinical systems such as EMIS.
- Experience of clinical coding, document management, recalls, or audit processes.
- Experience of supporting clinicians with administrative workflows.
- Knowledge of NHS primary care systems and processes.
- Evidence of ongoing professional development in an administrative or healthcare role.
Qualifications
Essential
- GCSEs or equivalent at grade C/4 or above in English and Maths.
- Demonstrable numeracy and literacy skills (reading, writing, and spelling).
Desirable
- Keyboard/typing qualification.
- EMIS experience or equivalent system experience.
Person Specification
Experience
Essential
- Ability to carry out a wide range of administrative tasks accurately and efficiently in a busy environment.
- Ability to manage multiple tasks simultaneously and prioritise workload appropriately.
- Ability to use judgement and initiative when responding to queries and operational issues.
- Ability to handle confidential and sensitive information appropriately and understand the importance of information governance.
- Confident IT skills, including accurate data entry and use of computerised systems.
- Strong written and verbal communication skills.
- Ability to remain calm, professional, and organised when dealing with complex, sensitive, or challenging situations.
- Ability to work independently as well as collaboratively within a multidisciplinary team.
- Ability to understand, follow, and apply policies, procedures, and guidance.
- Willingness to undertake training relevant to the role.
Desirable
- Experience working in an administrative role within healthcare, primary care, or a fast-paced office environment.
- Experience of working within a GP practice or NHS setting.
- Experience of using clinical systems such as EMIS.
- Experience of clinical coding, document management, recalls, or audit processes.
- Experience of supporting clinicians with administrative workflows.
- Knowledge of NHS primary care systems and processes.
- Evidence of ongoing professional development in an administrative or healthcare role.
Qualifications
Essential
- GCSEs or equivalent at grade C/4 or above in English and Maths.
- Demonstrable numeracy and literacy skills (reading, writing, and spelling).
Desirable
- Keyboard/typing qualification.
- EMIS experience or equivalent system experience.
Additional information
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).