GP Receptionist/Administrator

Posting date:	05 February 2026
Salary:	£12.21 per hour
Additional salary information:	£12.21 an hour
Hours:	Full time
Closing date:	20 February 2026
Location:	Liverpool, L23 6TZ
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A4774-26-0000

Summary

JOB DESCRIPTION JOB TITLE: GP RECEPTIONIST/ADMINISTRATOR REPORTS TO: OFFICE AND PRACTICE MANAGER HOURS: 34.5 hours per week, varied shifts between 07:00-18:30 Mon-Fri, SALARY: £12.21 per hour Holiday: 27 days (pro rata) plus statutory bank holidays NHS Pension scheme Job Summary: The purpose of the role is to: Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team. Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies. Duties and Responsibilities: The duties and responsibilities to be undertaken by members of the practice reception/administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels: Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols Maintaining and monitoring the practice appointments system Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional Processing and distributing incoming (and outgoing) mail Taking messages and passing on information Filing and retrieving paperwork Processing repeat prescriptions in accordance with practice guidelines Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers Providing clerical assistance to practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning Ordering, re-ordering and monitoring of stationery and other supplies Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter Scanning Clinical Documents (Workflow) Ensuring letters are scanned onto the correct patient Follow inhouse protocol on handling clinical correspondence Action any documents/results as per inhouse protocols Removing letters from the incorrect patients record Send any letters for NOPs back to the relevant place Regularly check the new baby's hospital letters, to see if the baby is now registered Recalling patients for their chronic disease management room every new month Coding of Clinical Documents Paper letters Code and file documents received from external sources Electronic letters Assigning letters to the relevant clinician Adding diary dates for lab requests from the consultants Smear Re-Call Cytology recall - Prior notification list Cytology Exeter Electronic Cards Temporary Residents Adding TR forms to the system Filing TR forms away in the folder Checking TR folder on a regular basis and processing paperwork to patients home GP Assist the reception team / clinicians with all temporary resident queries Lab reports: Re-assigning lab reports to the usual GP Dealing with Un-matched lab reports Assigning / filing of PCR results Filing of Bowel Cancer Screening reports Coding of smear results and adding re-call to the diary Sending annual review reminder texts to patients Assist the reception team / clinicians with all lab report queries Contacting the hospital labs if any issues with reports Searches: Building searches for yourself / other members of staff Running the monthly bone density scan patients liaising with usual GP Updating the folder Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder Running the monthly DNA search Sending letters to the patients - updating the folder Checking back on previous months to ensure patients have had their monitoring done / Updating the diary Running the quarterly archive search Child Immunisations Check the baby book weekly to ensure all babies have had their 8-week check / immunisations Reverting clinician's appointments to normal slots if no babies are due that week Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive Code all child imm reports that come through (Flu / Men ACWY / HPV etc) Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians. Contacting child health re imm queries Assist the child health team with any imm queries Assist the reception team / nursing team with imm queries Summarising Summarise the patients paper records Summarise the electronic paper records PCSE weekly bag Deducted records are to be sent back in a shipping bag with a label Surgery Website Maintaining the surgery website Adding / removing information on the website Secretary Work Processing Choose and Book referrals Processing written letter referrals Typing audio tape referrals Liaising with hospital / clinic secretaries Chasing referrals Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP. Ensuring GPs have processed their referrals correctly and if not flagging this with them Secretarial tasks Monitoring the choose and book work lists and acting on any actions Other jobs Assisting AB with QoF Assisting the PM Assisting the Reception team with queries Digitisation Dealing with Admin tasks Logging IT issues Change of address / details forms Coding of carers forms Dealing with declining annual review letters Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified. Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources. Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services: The post-holder will: Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate.