Reception Supervisor/Medical Secretary in Coventry

We are a rapidly growing GP-led organisation with a mission to ensure that all patients have access to comprehensive, coordinated, and continuous care within a sustainable primary care system. We appreciate that our whole primary care system is struggling, which is causing a negative effect on patient care and staff happiness. We believe that we can turn this around by reimagining how primary care is delivered from the ground up by placing a focus on data insights, technology and clinical innovation. Ultimately, we want to improve patient access, patient experience, and health outcomes to significantly increase the quality of care for our patients. However, we can only build the best primary care service there if our colleagues are happy, empowered, and supported within an excellent working environment.

If you believe that there are ways to drastically improve the way primary care is delivered for both patients and staff alike and you want to be a part of this; then we would love to meet you and tell you more about our plans.

We are seeking an experienced Reception Supervisor / Medical Secretary to join our practice team. This is a key leadership and administrative role, combining hands‑on medical secretarial duties with the day to day supervision and support of the reception team. You will act as a central point of coordination between clinicians, the administrative team, and patients, ensuring smooth practice operations, excellent patient experience, and high standards of confidentiality and data management.

Job Responsibilities

• Greet patients and visitors as they arrive at the practice, ensuring a positive first impression.
• Manage patient appointments, including scheduling, rescheduling, and cancellations, using electronic booking systems.
• Answer incoming telephone calls promptly and courteously, directing inquiries to the appropriate staff members or departments.
• Respond to patient queries and provide information about services, opening hours, and other relevant information.
• Assist with general administrative tasks, such as photocopying, scanning, and filing documents.
• Adhere to practice policies and procedures, including those related to patient confidentiality and data protection.
• Handle queries and process requests for prescription medications.

Reception Supervisor duties

• Supervise and support the reception team, ensuring high standards of customer service and professionalism at all times.
• Act as a first point of contact for all reception/admin duties including complex patient queries, complaints, or operational issues at reception.
• Assist with rota coordination, training, and induction of new reception staff as required.
• Ensure reception processes align with practice policies, procedures, and performance expectations.

Medical Secretary duties

• Provide comprehensive secretarial and administrative support to clinicians and the multidisciplinary team.
• Process clinical correspondence accurately and in a timely manner.
• Type letters, reports & referrals documentation as required.
• Process referrals using the Electronic Referral System.
• Liaise with hospitals, community services, and other external agencies in line with current policies.
• Scan, code, and attach patient‑related documentation to electronic healthcare records.
• Process requests for information as required.

Essential Criteria

• Proven experience as a medical secretary within a GP practice or healthcare setting.
• Previous experience working as a GP receptionist.
• Excellent interpersonal and communication skills, with a calm, empathetic, and professional manner.
• Strong organisational skills and attention to detail, with the ability to multitask and prioritise effectively.
• Ability to work flexibly and adapt to changing priorities in a fast‑paced environment.
• Strong IT skills.

Desirable Criteria

• Previous experience using EMIS.
• Previous experience supervising and leading a team.

Disclosure and Barring Service Check

This role is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check for any previous convictions.

UK right to work documentation

Applicants must have the right to work in the UK. Visa sponsorship is not available for this position.

Application information

Please note that we may close this advert ahead of the closing date once we have received enough qualified applications.