Administrator/Receptionist - 12 Month Maternity Cover (Gables)


Company:	NHS Jobs
Salary:	from £12.71 an hour
Hours:	Full-time
Location:	COVENTRY, CV5 9BD
Job type:	Contract
Posting date:	8 Sept 2026
Closing date:	20 Sept 2026

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Summary

Patient Registration & Administration Process new patient registrations accurately and within agreed Practice timescales. Check registration information for completeness and accuracy and follow up missing or unclear information where required. Enter and update patient demographic and registration information accurately on Practice clinical and administrative systems. Maintain accurate and up-to-date patient records, ensuring information is recorded in the appropriate place. Process changes to patient details and other registration-related administration. Communicate with patients by telephone, email, text and other approved electronic methods regarding registration and administrative queries. Monitor and respond to relevant Practice email inboxes, ensuring correspondence is dealt with professionally and within appropriate timescales. Use Microsoft Office applications, including Outlook, Word and Excel, confidently as part of day-to-day duties. Accurately input, update, collate and retrieve information using spreadsheets and Practice systems. Prioritise and organise own administrative workload, escalating queries or issues appropriately. Provide administrative support to the wider Practice team as required. Reception Receive and welcome patients and liaise with members of the Practice team. Deal with telephone, face-to-face and electronic enquiries and direct patients to the appropriate service or member of the Practice team. Take accurate messages and ensure information is passed to the appropriate person promptly. Initiate contact with and respond to requests from patients, colleagues and associated healthcare agencies and providers. Communicate clearly, professionally and sensitively with patients, including where patients may be anxious, frustrated or have difficulty understanding information. Maintain a professional approach to all written and verbal communication. General Administration Process and distribute paper and electronic correspondence received by the Practice. Process outgoing mail, including maintaining appropriate records. Undertake computer data entry, data allocation and collation, processing and recording information in accordance with Practice procedures. Provide clerical assistance to Practice staff as required, including word/data processing, filing, photocopying and scanning. Provide an efficient word-processing service for GPs and health professionals as required, including typing letters and patient referrals accurately. Establish and maintain filing and administrative systems so that written and electronic information is easily accessible and secure. File patient records and correspondence appropriately within patient medical records. Assist with gathering information for QOF, audits and Enhanced Services when required. Undertake administrative tasks relating to patient records and document management. Provide cover for members of the team during periods of sickness and annual leave. Undertake statutory and mandatory training as required. Perform any other relevant and reasonable duties requested by the Practice Manager, Business Support Manager or Partners. Patient Records & Practice Systems Scan patient-related documents onto the appropriate medical record, applying appropriate clinical codes in accordance with Practice procedures and guidance. Record relevant information regarding the source of documents and ensure information is accurately recorded within the patient record. Forward documents to the appropriate clinician or member of the Practice team for review or action. Ensure incoming correspondence is scanned and processed within agreed Practice timescales. Ensure internal paper documents are added to the correct patient record and subsequently stored or disposed of in accordance with Practice procedures. Book, amend and cancel appointments and recalls, ensuring sufficient and accurate information is recorded. Monitor the effectiveness of appointment systems and report any problems or required changes. Process home visit requests, ensuring all relevant information is accurately recorded and passed to the appropriate person. Retrieve, maintain and file patient records and ensure correspondence, reports, results and other information are recorded against the correct patient. Ensure patient records are maintained accurately and appropriately in accordance with Practice procedures. Process repeat prescriptions in accordance with Practice guidelines. Consultation Room Preparations Clear and re-stock consulting rooms as required. Prepare consulting rooms in readiness for each clinical session. Check consulting rooms at the end of each session, ensuring they are left tidy, appropriately stocked and secure.

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