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Job Description
- Req#: A2634-03-1302?language=en&page=501&sort=publicationDateDesc
- Excellent knowledge of primary care clinical and IT systems
- Exceptional interpersonal skills
- Experience in managing people
- Experience of working in a GP practice
- Experience of rota management
- Excellent knowledge of primary care clinical and IT systems
- Exceptional interpersonal skills
- Experience in managing people
- Experience of working in a GP practice
- Experience of rota management
Job summary
As Senior Receptionist Administrator you will responsible for assisting the team in meeting the needs of both the patients and the practice, this will be alongside your existing Reception/Admin Rota Duties. This includes; assisting with Staff Rotas, Training, Prescription Governance, Escalations, Patient Services and Process Improvements.
Interview Dates: W/C 21 July 2025
Main duties of the job
To deliver a positive experience to all patients and service providers by the provision of an efficient, confidential and professional service.
To provide reception and administrative support to all members of the practice team. Liaising, supporting and coordinating varied activities across all levels of the team.
About us
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 as part of this role, for training and development.
Knowle Surgery, 1500 Warwick Road, Knowle B93 9LE
Meadowside Family Health Centre, 30 Winchcombe Road, Solihull, B92 8PJ
Park Surgery, 278 Stratford Road, Shirley, Solihull, B90 3AF
Tanworth Lane Surgery, 198 Tanworth Lane, Shirley, Solihull B90 4DD
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 Senior Receptionist 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 13 July 2025.
Please see the full Job description
Details
Date posted
04 July 2025
Pay scheme
Other
Salary
£13.80 an hour
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
A2634-03-1302
Job locations
Tanworth Lane Surgery
Tanworth Lane
Shirley
Solihull
West Midlands
B90 4DD
Job descriptionJob description
Job responsibilities
Clinical Rotas
Working with Site Manager (SM) to create rotas and maintain them; planning ahead (at least 4 weeks) for annual leave and study leave; finding solutions for sickness and short notice absences. Bringing to SMs attention if unable to find solutions
With SM liaise with GPs, ANPs, Nurses, and other clinicians to ensure safe working at all times. (Minimum/Safe Working Policy)
Reception/Admin Rota
Create and maintain weekly rotas; planning ahead (at least 4 weeks) for annual/other leave; finding solutions for sickness and short notice absences. Bringing to SMs attention if unable to find solutions.
Keep Operations Managers Reception/Admin Baseline rota of work patterns and hours up to date.
Annual Leave Approval
Manager rights on HR System to approve annual leave requests from Reception/Admin staff
Manager rights on HR Systemto approve annual leave requests from GPs in the absence of the SM
Transitional HR/Finance
Supervision of Reception/Admin team
Complete sickness reports for reception/admin team on HR System
Complete Return to Work Interviews and record on HR Systemfor Reception/Admin staff
Identify Training needs of Reception/Admin staff and provide mentoring where needed
Monitor/audit mandatory training on BlueStream Academy of Reception/Admin staff
Assist SM with annual appraisals of Reception/Admin staff
Assist SM with Inductions and Probations for new Reception/Admin staff
Assist SM with monthly payroll, checking overtime, sickness and any additional hour/pay for the SM to sign off before sending to Finance
Governance and Compliance
Health & Safety monthly checks to ensure that fire alarm and water checks etc., are being done; ensure actions from Hazard/Incident reports are completed and forwarded to SM, ownership of maintenance reporting, ensuring actions are completed
Information Governance checks on weekly and/or monthly basis to ensure prescription governance is being adhered to including resolution, logging and destruction of error prescriptions and reporting back to SM to confirm completed; ensuring security of prescriptions at all times.
Ensuring confidentiality of patient information within the reception team at all times
Communication/Team Meetings
To act as the communication link for the reception/admin team ensuring all staff are updated appropriately; including Alerts, Notice Board Updates, PHE Promotions, changes to ways of working, templates etc.
Regular team meetings with reception/admin team; feeding back issues and areas of concern to the SM and leading the team meeting in the absence of the SM
Ensure standard agenda, notes and action plans are in place
Process Improvement
To be proactive in identifying opportunities for improvement, working with the SM and Operations Manager to enable appropriate change
Escalations
Support the reception team with resolving complex queries or patient concerns in a timely manner
Sending the initial response letter to all formal complaints received and bring to SMs attention
Work with the SM to investigate all reception/administration complaints, finding solutions to reach a satisfactory outcome
Work with the SM to investigate significant events involving reception/admin and share learning outcomes with the team
Support reception team to identify occurrences of zero tolerance behaviour and escalating this at an early stage
Cross Site Working
Enable cross site working for reception/admin staff with buddy site
Work closely with Senior Receptionist at buddy site
Patient Services
Ensure good customer service from reception/admin team at all times
Manage patient expectations by being clear and honest in what we can do
Have an understand of QOF, UPO and Enhanced Services and support SM with these activities when required
Support
To support the SM and Ops Manager as and when required
Job responsibilities
Clinical Rotas
Working with Site Manager (SM) to create rotas and maintain them; planning ahead (at least 4 weeks) for annual leave and study leave; finding solutions for sickness and short notice absences. Bringing to SMs attention if unable to find solutions
With SM liaise with GPs, ANPs, Nurses, and other clinicians to ensure safe working at all times. (Minimum/Safe Working Policy)
Reception/Admin Rota
Create and maintain weekly rotas; planning ahead (at least 4 weeks) for annual/other leave; finding solutions for sickness and short notice absences. Bringing to SMs attention if unable to find solutions.
Keep Operations Managers Reception/Admin Baseline rota of work patterns and hours up to date.
Annual Leave Approval
Manager rights on HR System to approve annual leave requests from Reception/Admin staff
Manager rights on HR Systemto approve annual leave requests from GPs in the absence of the SM
Transitional HR/Finance
Supervision of Reception/Admin team
Complete sickness reports for reception/admin team on HR System
Complete Return to Work Interviews and record on HR Systemfor Reception/Admin staff
Identify Training needs of Reception/Admin staff and provide mentoring where needed
Monitor/audit mandatory training on BlueStream Academy of Reception/Admin staff
Assist SM with annual appraisals of Reception/Admin staff
Assist SM with Inductions and Probations for new Reception/Admin staff
Assist SM with monthly payroll, checking overtime, sickness and any additional hour/pay for the SM to sign off before sending to Finance
Governance and Compliance
Health & Safety monthly checks to ensure that fire alarm and water checks etc., are being done; ensure actions from Hazard/Incident reports are completed and forwarded to SM, ownership of maintenance reporting, ensuring actions are completed
Information Governance checks on weekly and/or monthly basis to ensure prescription governance is being adhered to including resolution, logging and destruction of error prescriptions and reporting back to SM to confirm completed; ensuring security of prescriptions at all times.
Ensuring confidentiality of patient information within the reception team at all times
Communication/Team Meetings
To act as the communication link for the reception/admin team ensuring all staff are updated appropriately; including Alerts, Notice Board Updates, PHE Promotions, changes to ways of working, templates etc.
Regular team meetings with reception/admin team; feeding back issues and areas of concern to the SM and leading the team meeting in the absence of the SM
Ensure standard agenda, notes and action plans are in place
Process Improvement
To be proactive in identifying opportunities for improvement, working with the SM and Operations Manager to enable appropriate change
Escalations
Support the reception team with resolving complex queries or patient concerns in a timely manner
Sending the initial response letter to all formal complaints received and bring to SMs attention
Work with the SM to investigate all reception/administration complaints, finding solutions to reach a satisfactory outcome
Work with the SM to investigate significant events involving reception/admin and share learning outcomes with the team
Support reception team to identify occurrences of zero tolerance behaviour and escalating this at an early stage
Cross Site Working
Enable cross site working for reception/admin staff with buddy site
Work closely with Senior Receptionist at buddy site
Patient Services
Ensure good customer service from reception/admin team at all times
Manage patient expectations by being clear and honest in what we can do
Have an understand of QOF, UPO and Enhanced Services and support SM with these activities when required
Support
To support the SM and Ops Manager as and when required
Person SpecificationPerson Specification
Experience
Essential
Desirable
Experience
Essential
Desirable
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
Address
Tanworth Lane Surgery
Tanworth Lane
Shirley
Solihull
West Midlands
B90 4DD
Employer's website
Employer details
Employer name
GPS Healthcare
Address
Tanworth Lane Surgery
Tanworth Lane
Shirley
Solihull
West Midlands
B90 4DD
Employer's website
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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