At a Glance
- Tasks: Manage reception and admin teams, ensuring smooth patient flow and high-quality service.
- Company: Queensway Medical Centre, a patient-focused GP practice.
- Benefits: Friendly environment, training opportunities, NHS pension, and competitive salary.
- Other info: Opportunity for career growth in a well-established healthcare setting.
- Why this job: Join a supportive team and make a real difference in patient care.
- Qualifications: Supervisory experience, strong organisational skills, and excellent communication.
The predicted salary is between 31500 - 38500 £ per year.
Job Summary
The post holder is responsible for the day-to-day management and coordination of the reception and administration team, ensuring the efficient and professional running of front-of-house services.
This includes oversight of the appointment system, patient access, and administrative workflows, while delivering a high standard of patient care and supporting the wider practice team.
The role acts as the key link between reception staff, clinicians, and management to ensure safe, responsive, and effective service delivery.
Key Responsibilities
- 1. Reception & Operational Management
- Oversee the daily running of the reception function , ensuring smooth patient flow and efficient service delivery
- Ensure all reception and administration processes are completed accurately and in line with practice protocols
- Monitor and improve workflows to enhance access and efficiency
- Maintain a clean, organised, and professional reception and waiting area
- 2. Appointment System & Access Management
- Take lead responsibility for the appointment book EMIS
- Set up and maintain clinical rotas
- Manage appointment availability and clinic templates
- Monitor demand and capacity
- Coordinate changes (leave, sickness, urgent clinics)
- Support delivery of access targets and improve patient access routes
- 3. Team Leadership & Supervision
- Line manage and supervise the reception
- Coordinate staff rotas ensuring adequate cover at all times
- Support recruitment, induction and training of new staff
- Provide ongoing coaching, supervision and performance support
- Act as first point of escalation for staff queries and issues
- 4. Patient Services & Experience
- Act as the first point of contact for patients where required
- Manage complex or escalated patient queries and complaints
• Ensure all patient interactions are
- Professional
- Confidential
- Respectful
- Promote excellent customer care and patient satisfaction
- 5. Administration & Workflow Oversight
• Oversee
- Appointment bookings and cancellations
- Workflow, scanning and document handling
- Message handling between patients and clinicians Ensure timely and accurate processing of all administrative tasks
- Monitor team workload and reallocate tasks where required
- 6. Communication & Liaison
• Act as a key link between
- Reception/admin team
- GPs and clinical staff
- External agencies
- Ensure clear communication of updates, changes, and priorities
- Support implementation of new systems and processes
- 7. Quality, Governance & Compliance
• Ensure adherence to
- CQC standards
- Practice policies and SOPs
- GDPR and confidentiality requirements
- Support audits, reporting, and service improvement
- Manage complaints relating to reception services
- 8. IT & Systems
- Ensure effective use of clinical systems
- Support staff training in system use
- Troubleshoot basic IT/admin issues and elevate where required
- 9. General Duties
- Provide reception cover when required
- Attend meetings and contribute to service improvement
- Undertake any other duties appropriate to the role
Person Specification (brief)
Essential
- Supervisory/management experience
- Strong organisational and leadership skills
- Excellent communication and patient-facing skills
- Ability to work under pressure
Desirable
- Understanding of primary care access models
- Experience with complaints handling
- Experience in GP practice
- Knowledge of appointment systems EMIS
- Key Outcomes / KPIs
- Appointment utilisation rates
- Patient access and waiting times
- Call handling performance
- Patient feedback/complaints
- Staff training completion and absence management
About Us
Queensway Medical Centre is a well-established, patient-focused GP practice committed to delivering high-quality, accessible healthcare to our local community.
We are looking for an experienced and motivated Reception Administrator to join our friendly and supportive team and play a key role in the smooth running of our front-of-house services.
What We Offer
- Friendly and supportive working environment
- Opportunities for training and development
- NHS pension
- Competitive salary (dependent on experience)
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.
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Reception Administrator employer: Queensway Medical Centre
Queensway Medical Centre is an excellent employer that prioritises a friendly and supportive work environment, making it an ideal place for those looking to thrive in the healthcare sector. With opportunities for training and development, competitive salaries, and a commitment to high-quality patient care, employees can expect meaningful growth and a fulfilling career while contributing to the well-being of the local community.
StudySmarter Expert Advice🤫
We think this is how you could land Reception Administrator
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Queensway Medical Centre.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Queensway Medical Centre.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Queensway Medical Centre, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Reception Administrator
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Queensway Medical Centre.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Queensway Medical Centre.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Queensway Medical Centre. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Queensway Medical Centre. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Queensway Medical Centre
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Queensway Medical Centre’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
