Medical Receptionist & Clinical Coder, The Alexandra Practice, Princess Road Surgery, Manchester

Medical Receptionist & Clinical coder

We are looking for an addition to our friendly but effective team. Responsible for all front of house services and patient signposting including all aspects of reception and non-clinical medical administration. The role will also include processing incoming letters for workflow to the team and coding of significant information (known as work flow role)via a predefined protocol.

Candidates must be enthusiastic, caring and patient focused. We are passionate about patient care and well being and welcome candidates with the same ethos. You must be educated to a minimum of GCSE level with relevant experience preferred but not essential as full training will be provided by our friendly and welcoming team. We offer comprehensive training for all aspects involved in the role.

Covid 19: We are a patient facing service but we do not routinely expect to receive Covid patients. All applicants will be subject to a Covid risk assessment if successful. The Practice is Covid secure and strict measures are in place however some risk remains which can not be eliminated and application for the roles means that you accept the small risk associated with working in a GP PRactice.

Main duties of the job

All aspect of reception and administration duties within a GP Practice including but not limited to:

Dealing with patient queries by telephone, online platform and in person.

Assisting all members of the Practice team

Adhereing to health and safety, confidentiality, policies and procedures plus mandatory training

All reasonable tasks as required by Management and Doctors.

Processing of incoming documents for workflow and coding of significant information.

About us

We operate with a friendly and supportive ethos in mind at all times. Our main priority is patient centered care within a warm and caring environment. Patient and staff wellbeing is fundamental to our Practice ethos and we continually strive to learn, grow and improve in line with new technologies and developments in healthcare.

Job description

JOB TITLE: Receptionist/Administrator

REPORTS TO: Practice Manager & Assistant Manager

HOURS: To be confirmed however full day includes a 30 min unpaid break

CONTRACT: Fixed term

DURATION: 12 months


This Practice aims to provide a high quality of care for its patients, and to promote a rewarding and enjoyable working environment. This requires staff to have respect for patients and each other, to maintain patient confidentiality, to be flexible, reliable and to work co-operatively as a team. The main responsibilities of the post are outlined below for guidance, this list is not exhaustive. Staff need to have a flexible attitude and be able to adapt to any changes that may occur.

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 administration team may include any or all of the items in the following list. This is not an exhausted list and duties may be varied from time to time under the direction of the 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
  • Provision of refreshments for staff and visitors as required.
  • Keeping the reception area tidy and free from obstructions and clutter
  • Assist clinicians with chaperone duties following chaperone training completion
  • Adhere to Practice chaperone policy when assisting as above
  • Adhere to Practice Policies and Procedures and Employee Handbook conditions
  • Attend COMET training afternoon on the last Thursday of each month for mandatory training


  • 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
  • Applications must be willing /able to comply with the GDPR and New Data Protection Act which came into force on 25th May 2018

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
  • Post holder must have a satisfactory DBS Clearance upon appointment and must disclose any incidents thereafter immediately

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 recognizes 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.
  • The Practice expect all staff to participate in regular training; this will be linked to CMCCG requirements and have a bearing on future salary increases.
  • Staff are expected to attend regular Practice meetings as well as Comet training days. Active participation is welcomed and encouraged.
  • A constructive process of appraisal is carried out regularly with each member of staff.


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.


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

Person Specification



  • GCSE grade A to C in at least 4 subjects including English and Maths
  • Any additional training which would be beneficial to the role


  • Previous experience with EMIS, NHS Email, Docman and word processing.
  • Safeguarding
  • Infection Control
  • Information Governance & GDPR

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.

For more information about this job vacancy please contact Chelsey Kent, Assistant Manager,, 01614457805.

Connect with Princess Road Surgery on Workforce Connect

Princess Road Surgery, 471-475 Princess Road, Withington, Manchester, M20 1BH (view map). For more information about the practice please visit

Closing date: 13/05/2023Job reference: Depending on experienceJob type: Fixed termStaff group: Administrative and ClericalJob location: ManchesterEmployer: The Alexandra PracticeSalary: Depending on experience