Reception Administrator

Solihull, West Midlands, United Kingdom

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Job Description

We are seeking an Reception Administrator to join our team at GPS Healthcare.The ideal candidate will have experience of working in a busy reception or administration environment and have strong customer service skills.
Key Responsibilities for our Receptionist includes

Dealing with patient enquiries both face to face and over the telephone.
Answering inbound prescription queries
Administrative tasks such as scanning reports, tasks, letters and new patient registrations

Interview Dates: W/C 6 October 2025
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 new patient registrations.

About us
Knowle Surgery is part of a wider group of GP Practices working together.
Flexibility to work at the other premises when requested is required as part of this role.
The locations of the other key GP Practices are listed below but are not exclusive. Other locations may be added to this list.
You may also be expected to travel to alternative locations for training and development

Tanworth Lane Surgery, 198 Tanworth Lane, Solihull B90 4DD
Meadowside Family Health Centre, 30 Winchcombe Road, Solihull, B92 8PJ
Park Surgery, 278 Stratford Road, Shirley, Solihull, B90 3AF
Village Surgery, Cheswick Way, Cheswick Green, Solihull, B90 4JA
Yew Tree Medical Centre, 100 Yew Tree Lane, Solihull B91 2RA

If you are interested in applying to be a Reception Administrator with GPS Healthcare, please submit your CV and a supporting statement outlining how you meet the essential criteria and why you are interested in the role to humanresources.gps@nhs.net by 28 September 2025.
Please see the full Job description
Details
Date posted
18 September 2025
Pay scheme
Other
Salary
12.21 an hour
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
A2634-18-1412
Job locations
Doctors Surgery
1500 Warwick Road
Knowle
Solihull
West Midlands
B93 9LE
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
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
Qualifications
Essential

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

Desirable

As Level 1

Experience
Essential

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

Desirable

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

Person Specification
Qualifications
Essential

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

Desirable

As Level 1

Experience
Essential

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