Receptionist/Administrator

Posting date:	16 February 2026
Salary:	£24,246.50 per year
Additional salary information:	£24246.50 a year
Hours:	Full time
Closing date:	02 March 2026
Location:	Broadland Business Park, NR7 0WF
Company:	NHS Jobs
Job type:	Permanent
Job reference:	E0179-1066

Summary

Key Responsibilities: The following are core responsibilities. There may be occasions where additional duties are required depending on workload and staffing levels. 1. Reception Duties Greet patients and visitors in a professional, courteous, and confidential manner Direct patients to appropriate services or clinicians Manage appointment bookings in line with practice protocols Effectively utilise Footfall and SYSTMOne appointment systems Respond appropriately to patient enquiries at front desk 2. Telephone Duties Answer incoming calls promptly and courteously Manage the admin/referral line Answer bypass line calls (including paramedics and staff reporting sickness) Make outgoing calls to patients and healthcare professionals Accurately document telephone communications Redirect calls or escalate issues where necessary 3. Processing of Letters and Clinical Correspondence Code diagnoses and procedures (including cancer diagnoses) using accurate SNOMED/read codes Input vaccinations and link to expiring codes Add implant recalls and manage long-term condition recalls (including QOF processes) Merge duplicate problems and tidy active problem lists Make codes active/inactive or mark in error as appropriate Use workflow to communicate actions to relevant staff Process safeguarding letters appropriately and escalate concerns to a GP Transfer and batch electronic documents on SYSTMOne Ensure urgent correspondence is processed promptly 4. Scanning and Post Process Royal Mail and hospital post (typically twice daily) Monitor and clear admin scanning trays daily Scan clinical documents onto SYSTMOne Forward finance correspondence to the Finance Lead Place medical/insurance reports with the appropriate manager Process Universal Credit summary requests Prioritise urgent documentation 5. Email Management Monitor practice email inboxes daily Action emails from patients, healthcare professionals and third parties Send summaries, pathology results, Med3 certificates as appropriate Forward medication requests to the prescription team Add photos to patient records Redirect complaints appropriately Manage RIP notifications and associated actions Escalate relevant matters to management 6. Footfall Monitoring Monitor Footfall daily Send summaries, Med3 certificates and pathology results Add patient-submitted photos to records Respond to general enquiries 7. RIP (Bereavement) Process Send bereavement letters Complete RIP documentation (Excel sheet, red book, system processes) Follow F12 and SYSTMOne deduction processes Complete Medical Examiner referrals Notify GPs and request death certification Update reception notice boards Scan and securely email relevant documentation Manage death certificate records and monthly checks 8. Tasks and Workflow Management Monitor and action admin and coding task boxes daily Prioritise urgent tasks Communicate clearly with relevant team members Secondary Responsibilities Provide reception and administrative cover during staff absences Book urgent appointments (excluding DRS/UDT where specified) Complete ICE form requests Follow weekly admin rota Attend meetings and training sessions Monitor and respond to Teams notifications Manage assigned administrative projects (e.g., screening programmes, new patient registrations, NHS health checks, stationery ordering, seasonal leaflet updates) Undertake additional duties commensurate with the role