Job summary We are seeking a reliable, detail-oriented, and friendly Admin Assistant/Receptionist to join our dynamic team at a busy GP practice based in Yardley. This role requires excellent organizational skills, a professional demeanor, and the ability to handle multiple tasks in a fast-paced healthcare environment. The successful candidate will play a key role in supporting the practice's day-to-day operations and ensuring a high level of service for patients and staff. Main duties of the job Reception & Secretarial Assistant Key Responsibilities: Reception Duties: Greet and assist patients in a friendly and professional manner. Answer and direct phone calls, responding to patient inquiries. Manage appointment scheduling for patients and ensure smooth daily patient flow. Register new patients, update records, and verify patient information. Handle patient check-ins and check-outs, ensuring accuracy in the system. Deal with patient queries, concerns, and provide necessary support. Administrative Support: Perform general administrative duties such as filing, photocopying, scanning, and organizing documents. Assist with maintaining patient records, both paper and digital, ensuring accuracy and confidentiality. Prepare and send out patient communications, including appointment reminders, forms, and reports. Assist with typing up correspondence, medical letters, and other documents for the GP and practice team. Medical Secretary Duties: Assist GPs and clinical staff with secretarial duties, including typing medical reports and letters. Support the clinical team with updating and organizing patient information in line with GDPR and confidentiality requirements. Manage referrals, following up on correspondence and tracking patient progress. Maintain efficient filing systems for medical documents and patient files. About us At Swan medical centre we pride ourselves on creating a welcoming and supportive environment for both our staff and patients. Our team is made up of dedicated professionals who work together to ensure the smooth running of the practice and provide the highest level of care for our patients. Youll be joining a friendly and passionate team of GPs, nurses, healthcare assistants, and administrative staff who are committed to delivering excellent patient care. We work closely together, valuing open communication, mutual respect, and collaboration to support each other in our daily tasks. Date posted 17 March 2025 Pay scheme Other Salary £12.21 an hour Contract Permanent Working pattern Full-time Reference number A2156-25-0003 Job locations 4 Willard Road Birmingham B25 8AA Job description Job responsibilities Job Description: We are looking for a dedicated, flexible, and highly organized Reception & Secretarial Assistant to join our team at a busy GP practice. This cross-cover role will involve providing support in both reception and secretarial tasks, ensuring smooth day-to-day operations in a fast-paced environment. The successful candidate will be responsible for delivering exceptional customer service to patients while also assisting with administrative and secretarial duties for the medical team. Key Responsibilities: Reception Duties: Patient Interaction: Greet and assist patients in a warm and professional manner, ensuring their needs are met. Call Management: Answer phone calls promptly, directing inquiries to the appropriate team member, and providing assistance when necessary. Appointment Management: Schedule patient appointments, manage changes or cancellations, and ensure efficient patient flow throughout the day. Patient Registration: Update and maintain accurate patient records, ensuring information is correctly entered into the practice management system. Administrative Support: Assist patients with any general queries, guide them through processes, and ensure they feel supported and cared for. Secretarial Duties: Medical Secretarial Support: Assist GPs and clinical staff with typing up medical reports, letters, and other correspondence as required. Patient Record Management: Ensure patient records are up-to-date and confidential, handling both paper-based and electronic files. Referrals & Communication: Handle referrals, track progress, and ensure clear communication between the practice and other healthcare providers. Document Preparation: Prepare patient communication documents, including appointment reminders and follow-up letters, ensuring they are sent out in a timely manner. Administrative Assistance: Perform a variety of office tasks, such as photocopying, scanning, and filing documents, to support the medical team. Skills & Experience Required: Reception Experience: Previous experience working in a reception or front-of-house role, ideally within a healthcare or medical setting. Secretarial Experience: Experience in secretarial duties such as typing reports, managing patient records, and supporting healthcare professionals. Strong Organizational Skills: Ability to manage competing tasks, stay organized, and maintain attention to detail while working under pressure. IT Proficiency: Proficient with office software (Word, Excel, Outlook) and familiarity with practice management or medical software (desirable but not essential). Communication Skills: Excellent verbal and written communication skills, with a friendly and professional manner. Confidentiality: A strong understanding of patient confidentiality and data protection regulations (GDPR). Flexibility: Ability to adapt quickly to changing priorities and provide cover for both reception and secretarial duties as needed. Personal Attributes: Friendly, approachable, and empathetic toward patients and colleagues. Strong work ethic, with the ability to work independently and as part of a team. Ability to multitask and stay calm in a busy environment. Excellent attention to detail and organizational skills. Proactive and solution-focused, with a positive attitude. Job description Job responsibilities Job Description: We are looking for a dedicated, flexible, and highly organized Reception & Secretarial Assistant to join our team at a busy GP practice. This cross-cover role will involve providing support in both reception and secretarial tasks, ensuring smooth day-to-day operations in a fast-paced environment. The successful candidate will be responsible for delivering exceptional customer service to patients while also assisting with administrative and secretarial duties for the medical team. Key Responsibilities: Reception Duties: Patient Interaction: Greet and assist patients in a warm and professional manner, ensuring their needs are met. Call Management: Answer phone calls promptly, directing inquiries to the appropriate team member, and providing assistance when necessary. Appointment Management: Schedule patient appointments, manage changes or cancellations, and ensure efficient patient flow throughout the day. Patient Registration: Update and maintain accurate patient records, ensuring information is correctly entered into the practice management system. Administrative Support: Assist patients with any general queries, guide them through processes, and ensure they feel supported and cared for. Secretarial Duties: Medical Secretarial Support: Assist GPs and clinical staff with typing up medical reports, letters, and other correspondence as required. Patient Record Management: Ensure patient records are up-to-date and confidential, handling both paper-based and electronic files. Referrals & Communication: Handle referrals, track progress, and ensure clear communication between the practice and other healthcare providers. Document Preparation: Prepare patient communication documents, including appointment reminders and follow-up letters, ensuring they are sent out in a timely manner. Administrative Assistance: Perform a variety of office tasks, such as photocopying, scanning, and filing documents, to support the medical team. Skills & Experience Required: Reception Experience: Previous experience working in a reception or front-of-house role, ideally within a healthcare or medical setting. Secretarial Experience: Experience in secretarial duties such as typing reports, managing patient records, and supporting healthcare professionals. Strong Organizational Skills: Ability to manage competing tasks, stay organized, and maintain attention to detail while working under pressure. IT Proficiency: Proficient with office software (Word, Excel, Outlook) and familiarity with practice management or medical software (desirable but not essential). Communication Skills: Excellent verbal and written communication skills, with a friendly and professional manner. Confidentiality: A strong understanding of patient confidentiality and data protection regulations (GDPR). Flexibility: Ability to adapt quickly to changing priorities and provide cover for both reception and secretarial duties as needed. Personal Attributes: Friendly, approachable, and empathetic toward patients and colleagues. Strong work ethic, with the ability to work independently and as part of a team. Ability to multitask and stay calm in a busy environment. Excellent attention to detail and organizational skills. Proactive and solution-focused, with a positive attitude. Person Specification Experience Essential Reception Experience: Prior experience working in a reception role, particularly in a healthcare or medical environment, is highly valued. This includes managing patient interactions, handling appointments, answering calls, and dealing with general inquiries. Secretarial or Administrative Experience: Experience in secretarial work such as typing, preparing reports, managing documents, and supporting a team of professionals (ideally in a medical or healthcare setting). Experience with patient record management, filing systems, and dealing with medical terminology is also highly regarded. Desirable Professionalism and Discretion: As you will be interacting with patients and handling sensitive information, professionalism and discretion are key attributes for this role. Adaptability and Flexibility: Ability to adapt to a changing environment and assist with a variety of tasks as needed, including covering both reception and secretarial duties. Qualifications Essential GCSEs (or equivalent): Minimum of 5 GCSEs, including English and Mathematics, at grade C or above (or equivalent). This ensures a good understanding of communication and numeracy, which are essential for both reception and secretarial tasks. Computer Literacy: Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) for basic office tasks such as typing documents, handling emails, and managing spreadsheets. Multitasking Ability: The role involves managing multiple tasks at once, such as answering calls, scheduling appointments, and providing secretarial support to medical staff. Strong organizational skills and the ability to prioritize tasks are essential. Attention to Detail: Ensuring patient records are accurate, appointments are scheduled correctly, and documents are filed appropriately. A high level of accuracy is essential in both reception and secretarial tasks. Desirable NVQ or Diploma in Business Administration (Desirable): A recognized qualification in business administration, customer service, or office management can be beneficial and demonstrates a solid foundation in administrative and reception duties. However, this is often desirable rather than essential if you have relevant experience. Reception Experience: Prior experience working in a reception role, particularly in a healthcare or medical environment, is highly valued. This includes managing patient interactions, handling appointments, answering calls, and dealing with general inquiries. Secretarial or Administrative Experience: Experience in secretarial work such as typing, preparing reports, managing documents, and supporting a team of professionals (ideally in a medical or healthcare setting). Experience with patient record management, filing systems, and dealing with medical terminology is also highly regarded. Strong Verbal Communication: Ability to interact with patients and team members in a clear, friendly, and professional manner. The role requires the ability to manage phone calls, take messages, and communicate effectively in both face-to-face and digital formats. Written Communication: Excellent written communication skills for drafting patient correspondence, medical reports, and other documentation. Attention to detail in written tasks is essential. Understanding of Confidentiality (GDPR): A strong understanding of patient confidentiality, data protection (GDPR), and professional ethics when handling sensitive patient information is crucial in a healthcare setting. Person Specification Experience Essential Reception Experience: Prior experience working in a reception role, particularly in a healthcare or medical environment, is highly valued. This includes managing patient interactions, handling appointments, answering calls, and dealing with general inquiries. Secretarial or Administrative Experience: Experience in secretarial work such as typing, preparing reports, managing documents, and supporting a team of professionals (ideally in a medical or healthcare setting). Experience with patient record management, filing systems, and dealing with medical terminology is also highly regarded. Desirable Professionalism and Discretion: As you will be interacting with patients and handling sensitive information, professionalism and discretion are key attributes for this role. Adaptability and Flexibility: Ability to adapt to a changing environment and assist with a variety of tasks as needed, including covering both reception and secretarial duties. Qualifications Essential GCSEs (or equivalent): Minimum of 5 GCSEs, including English and Mathematics, at grade C or above (or equivalent). This ensures a good understanding of communication and numeracy, which are essential for both reception and secretarial tasks. Computer Literacy: Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) for basic office tasks such as typing documents, handling emails, and managing spreadsheets. Multitasking Ability: The role involves managing multiple tasks at once, such as answering calls, scheduling appointments, and providing secretarial support to medical staff. Strong organizational skills and the ability to prioritize tasks are essential. Attention to Detail: Ensuring patient records are accurate, appointments are scheduled correctly, and documents are filed appropriately. A high level of accuracy is essential in both reception and secretarial tasks. Desirable NVQ or Diploma in Business Administration (Desirable): A recognized qualification in business administration, customer service, or office management can be beneficial and demonstrates a solid foundation in administrative and reception duties. However, this is often desirable rather than essential if you have relevant experience. Reception Experience: Prior experience working in a reception role, particularly in a healthcare or medical environment, is highly valued. This includes managing patient interactions, handling appointments, answering calls, and dealing with general inquiries. Secretarial or Administrative Experience: Experience in secretarial work such as typing, preparing reports, managing documents, and supporting a team of professionals (ideally in a medical or healthcare setting). Experience with patient record management, filing systems, and dealing with medical terminology is also highly regarded. Strong Verbal Communication: Ability to interact with patients and team members in a clear, friendly, and professional manner. The role requires the ability to manage phone calls, take messages, and communicate effectively in both face-to-face and digital formats. Written Communication: Excellent written communication skills for drafting patient correspondence, medical reports, and other documentation. Attention to detail in written tasks is essential. Understanding of Confidentiality (GDPR): A strong understanding of patient confidentiality, data protection (GDPR), and professional ethics when handling sensitive patient information is crucial in a healthcare setting. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Swan Medical Centre Address 4 Willard Road Birmingham B25 8AA Employer's website https://www.swanmedicalcentre.nhs.uk/ (Opens in a new tab)