• Job Description

  Req#: A4774-26-0000?language=en&page=15&sort=publicationDateDesc

  Job summary

  GP Receptionist/Administrative role

  We are looking for a highly motivated, hardworking individual with excellent communication skills, who are able to work under pressure, as part of a team or on their own.

  The successful candidate will require excellent IT skills and preferably be able to use EMIS web, however full training will be given.

  You will be working within a team consisting of both non-clinical and clinical colleagues and good teamwork and communication skills are important.

  We offer a generous NHS pension scheme and 27 days holiday (pro rata) plus Bank Holidays from appointment date.

  Main duties of the job

  As a GP receptionist you will be answering a high volume of telephone calls, booking patient appointments with relevant clinicians, dealing with patient queries, liaising with other healthcare professionals, processing repeat prescriptions, sending texts/letters to patients, processing emails and a wide variety of other administrative tasks.

  As a GP administrator your main duties of the role are:

  The main duties of this role are

  • Viewing and coding clinical documents onto patient records
  • Referring any documents or results that require further action to the appropriate clinician following practice protocols.
  • Processing patient hospital referrals
  • Recalling patients for their chronic disease management and cytology recall
  • Registering all new patients on EMIS web
  • Summarising patient medical records
  • Liaising with hospital/clinic secretaries

  About us

  Our team are highly valued and committed to the practice and working relationships across the team are both friendly with supportive.

  Our clinical team consists of:

  7 GP's, 1 ANP, 3 Practice Nurses, 1 HCA and a clinical pharmacist.

  We are also a training practice and have 4 trainee GP's.

  Our non-clinical team consists of:

  A Practice Manager, Deputy Practice Manager, Office Manager and a team of receptionists and administrators.

  We have over 10,300 patients and are high QOF achievers.

  Details

  Date posted

  05 February 2026

  Pay scheme

  Other

  Salary

  £12.21 an hour

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  A4774-26-0000

  Job locations

  Blundellsands Surgery

  1 Warren Road

  Liverpool

  L23 6TZ

  
  

  Job description

  Job responsibilities

  JOB DESCRIPTION

  JOB TITLE: GP RECEPTIONIST/ADMINISTRATOR

  REPORTS TO: OFFICE AND PRACTICE MANAGER

  HOURS: 34.5 hours per week, varied shifts between 07:00-18:30 Mon-Fri,

  SALARY: £12.21 per hour

  Holiday : 27 days (pro rata) plus statutory bank holidays

  NHS Pension scheme

  Job Summary :

  The purpose of the role is to:

  Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

  Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

  Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team.

  Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

  Duties and Responsibilities :

  The duties and responsibilities to be undertaken by members of the practice reception/administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels:

  • Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
  • Maintaining and monitoring the practice appointments system
  • Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
  • Processing and distributing incoming (and outgoing) mail
  • Taking messages and passing on information
  • Filing and retrieving paperwork
  • Processing repeat prescriptions in accordance with practice guidelines
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
  • Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
  • Providing clerical assistance to practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Ordering, re-ordering and monitoring of stationery and other supplies
  • Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

  • Scanning Clinical Documents (Workflow)

    Ensuring letters are scanned onto the correct patient

    Follow inhouse protocol on handling clinical correspondence

    Action any documents/results as per inhouse protocols

    Removing letters from the incorrect patients record

    Send any letters for NOPs back to the relevant place

    Regularly check the new baby's hospital letters, to see if the baby is now registered

    Recalling patients for their chronic disease management room every new month

    Coding of Clinical Documents

    Paper letters

    Code and file documents received from external sources

    Electronic letters

    Assigning letters to the relevant clinician

    Adding diary dates for lab requests from the consultants

    Smear Re-Call

    Cytology recall - Prior notification list

    Cytology Exeter Electronic Cards

    Temporary Residents

    Adding TR forms to the system

    Filing TR forms away in the folder

    Checking TR folder on a regular basis and processing paperwork to patients home GP

    Assist the reception team / clinicians with all temporary resident queries

    Lab reports:

    Re-assigning lab reports to the usual GP

    Dealing with Un-matched lab reports

    Assigning / filing of PCR results

    Filing of Bowel Cancer Screening reports

    Coding of smear results and adding re-call to the diary

    Sending annual review reminder texts to patients

    Assist the reception team / clinicians with all lab report queries

    Contacting the hospital labs if any issues with reports

    Searches:

    Building searches for yourself / other members of staff

    Running the monthly bone density scan patients liaising with usual GP Updating the folder

    Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder

    Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder

    Running the monthly DNA search Sending letters to the patients - updating the folder

    Checking back on previous months to ensure patients have had their monitoring done / Updating the diary

    Running the quarterly archive search

    Child Immunisations

    Check the baby book weekly to ensure all babies have had their 8-week check / immunisations

    Reverting clinician's appointments to normal slots if no babies are due that week

    Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive

    Code all child imm reports that come through (Flu / Men ACWY / HPV etc)

    Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians.

    Contacting child health re imm queries

    Assist the child health team with any imm queries

    Assist the reception team / nursing team with imm queries

    Summarising

    Summarise the patients paper records

    Summarise the electronic paper records

    PCSE weekly bag

    Deducted records are to be sent back in a shipping bag with a label

    Surgery Website

    Maintaining the surgery website

    Adding / removing information on the website

    Secretary Work

    Processing Choose and Book referrals

    Processing written letter referrals

    Typing audio tape referrals

    Liaising with hospital / clinic secretaries

    Chasing referrals

    Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP.

    Ensuring GPs have processed their referrals correctly and if not flagging this with them

    Secretarial tasks

    Monitoring the choose and book work lists and acting on any actions

    Other jobs

    Assisting AB with QoF

    Assisting the PM

    Assisting the Reception team with queries

    Digitisation

    Dealing with Admin tasks

    Logging IT issues

    Change of address / details forms

    Coding of carers forms

  Dealing with declining annual review letters

  Confidentiality :

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
  • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  Health & Safety :

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified.

  Equality and Diversity :

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Personal/Professional Development :

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

  Quality :

  The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources.

  Communication :

  The post-holder should recognize the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognize peoples needs for alternative methods of communication and respond accordingly.

  Contribution to the Implementation of Services :

  The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate.

  Job description

  Job responsibilities

  JOB DESCRIPTION

  JOB TITLE: GP RECEPTIONIST/ADMINISTRATOR

  REPORTS TO: OFFICE AND PRACTICE MANAGER

  HOURS: 34.5 hours per week, varied shifts between 07:00-18:30 Mon-Fri,

  SALARY: £12.21 per hour

  Holiday : 27 days (pro rata) plus statutory bank holidays

  NHS Pension scheme

  Job Summary :

  The purpose of the role is to:

  Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

  Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

  Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team.

  Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

  Duties and Responsibilities :

  The duties and responsibilities to be undertaken by members of the practice reception/administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels:

  • Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
  • Maintaining and monitoring the practice appointments system
  • Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
  • Processing and distributing incoming (and outgoing) mail
  • Taking messages and passing on information
  • Filing and retrieving paperwork
  • Processing repeat prescriptions in accordance with practice guidelines
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
  • Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
  • Providing clerical assistance to practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Ordering, re-ordering and monitoring of stationery and other supplies
  • Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

  • Scanning Clinical Documents (Workflow)

    Ensuring letters are scanned onto the correct patient

    Follow inhouse protocol on handling clinical correspondence

    Action any documents/results as per inhouse protocols

    Removing letters from the incorrect patients record

    Send any letters for NOPs back to the relevant place

    Regularly check the new baby's hospital letters, to see if the baby is now registered

    Recalling patients for their chronic disease management room every new month

    Coding of Clinical Documents

    Paper letters

    Code and file documents received from external sources

    Electronic letters

    Assigning letters to the relevant clinician

    Adding diary dates for lab requests from the consultants

    Smear Re-Call

    Cytology recall - Prior notification list

    Cytology Exeter Electronic Cards

    Temporary Residents

    Adding TR forms to the system

    Filing TR forms away in the folder

    Checking TR folder on a regular basis and processing paperwork to patients home GP

    Assist the reception team / clinicians with all temporary resident queries

    Lab reports:

    Re-assigning lab reports to the usual GP

    Dealing with Un-matched lab reports

    Assigning / filing of PCR results

    Filing of Bowel Cancer Screening reports

    Coding of smear results and adding re-call to the diary

    Sending annual review reminder texts to patients

    Assist the reception team / clinicians with all lab report queries

    Contacting the hospital labs if any issues with reports

    Searches:

    Building searches for yourself / other members of staff

    Running the monthly bone density scan patients liaising with usual GP Updating the folder

    Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder

    Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder

    Running the monthly DNA search Sending letters to the patients - updating the folder

    Checking back on previous months to ensure patients have had their monitoring done / Updating the diary

    Running the quarterly archive search

    Child Immunisations

    Check the baby book weekly to ensure all babies have had their 8-week check / immunisations

    Reverting clinician's appointments to normal slots if no babies are due that week

    Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive

    Code all child imm reports that come through (Flu / Men ACWY / HPV etc)

    Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians.

    Contacting child health re imm queries

    Assist the child health team with any imm queries

    Assist the reception team / nursing team with imm queries

    Summarising

    Summarise the patients paper records

    Summarise the electronic paper records

    PCSE weekly bag

    Deducted records are to be sent back in a shipping bag with a label

    Surgery Website

    Maintaining the surgery website

    Adding / removing information on the website

    Secretary Work

    Processing Choose and Book referrals

    Processing written letter referrals

    Typing audio tape referrals

    Liaising with hospital / clinic secretaries

    Chasing referrals

    Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP.

    Ensuring GPs have processed their referrals correctly and if not flagging this with them

    Secretarial tasks

    Monitoring the choose and book work lists and acting on any actions

    Other jobs

    Assisting AB with QoF

    Assisting the PM

    Assisting the Reception team with queries

    Digitisation

    Dealing with Admin tasks

    Logging IT issues

    Change of address / details forms

    Coding of carers forms

  Dealing with declining annual review letters

  Confidentiality :

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
  • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  Health & Safety :

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified.

  Equality and Diversity :

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Personal/Professional Development :

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

  Quality :

  The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources.

  Communication :

  The post-holder should recognize the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognize peoples needs for alternative methods of communication and respond accordingly.

  Contribution to the Implementation of Services :

  The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate.

  Person Specification

  Qualifications

  Essential

  • GCSE grade A to C in English and Maths or equivalent

  Person Specification

  Qualifications

  Essential

  • GCSE grade A to C in English and Maths or equivalent

  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

  The Blundellsands Surgery

  Address

  Blundellsands Surgery

  1 Warren Road

  Liverpool

  L23 6TZ

  
  

  Employer's website

  https://www.blundellsandssurgery.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  The Blundellsands Surgery

  Address

  Blundellsands Surgery

  1 Warren Road

  Liverpool

  L23 6TZ

  
  

  Employer's website

  https://www.blundellsandssurgery.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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