VACANCIES
Medical Receptionist/Administrator
Part Time Position between 28.5 hours week
Monday to Thursday hours
New Pond Row Surgery is a forward-thinking NHS GP practice with 8,500 registered patients, working collaboratively within an efficient and enthusiastic Primary Care Network (PCN) alongside two other local surgeries, caring for 29,700 patients in our area.
We are a busy GP practice so are looking to complement our friendly Reception team with additional team members. We are looking for people who will not only provide a high quality & caring service to our patients, but enjoy working within a fast-paced environment.
The successful candidates will be expected to:
- Meeting and greet patients and other visitors on the reception desk, providing sign-posting to appropriate pathways
- Liaising with patients on the telephone
- Booking appointments
- Preparing prescriptions
- Undertaking relevant administration duties
The following are the core responsibilities of the Medical Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Accurately read coding data on EMIS Web clinical system into the patient record, updating & maintain records
b. Identifying & processing relevant clinical information documented via Workflow in patient correspondence, coding appropriately, prioritising and completing any detailed actions
c. Accurately file, store, request & record the movements of patient records as required
d. Photocopy documentation as required
e. Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
f. Input data accurately onto the patient’s healthcare records as necessary
g. Answer incoming provider & patients phone calls, transferring calls or dealing with the callers request appropriately
h. Liaise with patients regarding queries or follow up appointments
i. Support all clinical staff with general administrative tasks as requested
j. Summarising patient paper notes accurately onto the clinical system
k. Identify the complex or higher risk area that require input or knowledge from the clinical team, including Safeguarding & Mental Health issues
l. Maintain a clean, tidy, effective working area at all times
m. Secretarial duties using Lexacom & resolving Provider & patients referral queries
n. Processing Company, Provider & Patients Private Work requests, correctly invoicing
o. Identify & report significant events
p. Action & record Anima queries
q. Action, handle, process & record Provider & patient emails
r. Run, process & complete Surgery Reporting
In addition to the primary responsibilities, the Medical Administrator may be requested to:
a) Review and update the practice coding policy as required (in collaboration with the Administration Manager)
b) Partake in audit as directed by the audit lead
c) Partake in staff meetings & take minutes when required
d) Undertake agreed safety checks, investigate incidents, and identify new or changes in those safety checks
e) Work closely with the practice administrators and clinical team to ensure a safe and high quality service is provided to the practice
Experience
- Proven experience in an administrative or office role, preferably within a healthcare setting.
- Strong organisational skills with the ability to multitask effectively.
- Excellent communication skills, both written and verbal.
- Proficiency in using office software and medical management systems is advantageous.
- A commitment to maintaining patient confidentiality and adhering to healthcare regulations.
If you are passionate about contributing to a healthcare environment through effective administration, we encourage you to apply for this rewarding position.
The successful candidates must work well under pressure with the ability to multi-task and work as an integral part of a well-established team. Excellent communication skills and telephone manner are essential, as well as being computer literate. The successful candidates will be methodical workers with very close attention to detail, and understand the requirements of working with sensitive and confidential information. Previous experience in a GP surgery is desirable but not essential as long as the candidates can demonstrate suitability for the role in their covering letters & CVs.
We have one position available, working over 4 days, covering the surgery’s core hours up to 18.30. There can be an immediate start for the successful candidate.
Please apply by sending a covering letter, why you are suitable for the role, including your current CV, either by email to [email protected] or by post to:
Operations Manager
New Pond Row Surgery
35 South Street
Lancing
West Sussex
BN15 8AN
Applications without covering letters may not be considered.
Previous candidates need not apply.
Closing date: 29th July 2026
If you have not received a response within two weeks of the closing date, please assume you have been unsuccessful.
The closing date is given as a guide & we reserve the right to close the post early once we have received a sufficient number of applicants; we advise to submit your application early to avoid disappointment.
** Strictly no Agencies **
Job Type: Part-time
Work Location: In person
