Medical Receptionist/Administrator in Knebworth

Medical Receptionists/Administrators support the smooth running of healthcare services through a range of administrative and patient-facing duties. They manage appointment systems, process booking requests, and accurately update patient records while maintaining confidentiality. We are seeking someone with patient care at their core, with the ability to multitask and support the wider team.

You will act as the first point of contact for patients, handling phone calls, responding to enquiries, and directing individuals to the appropriate services. The role also involves general administrative tasks such as data entry, processing confidential documents, and supporting clinical staff when needed.

As part of the wider team, you will contribute to efficient service delivery, assist colleagues during absences, and follow practice policies, including safeguarding and data protection. You will also be expected to complete training, participate in appraisals, and help maintain a clean and organised working environment.

Overall, the role requires strong communication, organisation, and teamwork skills to ensure high-quality patient care. We are flexible for the right candidate in offering between 25 and 37.5 hours per week.

You will be responsible for managing appointments, maintaining accurate patient records, and handling patient enquiries both in person and by phone. We need a proactive team player to support the smooth running of the practice by carrying out general administrative tasks, directing patients to appropriate services, and assisting clinical staff when needed. The role also involves responding to correspondence, processing registrations, and ensuring all tasks are completed efficiently while following practice policies and maintaining patient confidentiality.

Knebworth & Marymead Medical Practice is a well-established, two-site GP surgery caring for a varied and interesting patient population across suburban and semi-rural Hertfordshire. Our multidisciplinary team includes GPs, advanced clinical practitioners, practice nurses, healthcare assistants, pharmacists, and a highly capable administrative team. We value collaboration, kindness, and open communication, creating an inclusive and welcoming workplace.

We embrace digital tools, including SystmOne, Accurx total triage, and Surgery Connect telephony, to improve access and efficiency, freeing up more time for patient care. As a teaching and training practice, we host GP trainees, medical students, nursing students, and other learners, and we are passionate about developing our team through protected learning time and ongoing CPD.

Joining us means becoming part of a progressive, supportive, and well-organised practice that prioritises staff wellbeing, patient outcomes, and working together to meet the needs of our community.

• Accurately detail information on patients records within the clinical system
• Maintain and monitor the practice appointment system
• Process personal, telephone and e-requests for appointments
• Assist with total triage administration, including contacting patients on behalf of GPs, arranging appropriate appointments, and supporting all associated administrative tasks.
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service
• Initiate contact with and respond to requests from patients, team members and external agencies
• Photocopy documentation as required
• Data entry of new and temporary registrations and relevant patient information as required
• Input data into patients healthcare records as necessary
• Direct requests for information, i.e., DSAR, insurance/solicitors letters and DVLA forms to the administrative team
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Support all clinical staff with general administrative tasks as requested
• Undertake a broad spectrum of administrative duties commensurate with the role
• Be an integral part of the general practice team
• Act as a chaperone as required
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children
• Support in the delivery of enhanced services and other service requirements
• Undertake all mandatory training and induction programmes
• Contribute to and embrace the spectrum of clinical governance
• Maintain a clean, tidy, effective working area at all times
• Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

• Support administrative staff, providing cover during staff absences
• Action incoming emails and correspondence as necessary
• Scan/process patient related documentation and attach scanned documents to patients healthcare records
• Participate in local initiatives to enhance service delivery and patient care
• Support and participate in shared learning

• Experience of working with the general public
• Administrative experience
• IT proficient - use of multiple systems and platforms

• Experience of working in general practice
• SystmOne experience

• GCSE grade A-C (9-4) in English and Maths
• 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.