Administrator/Receptionist
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Waterloo Medical Centre Administrator/Receptionist
The closing date is 06 September 2026
Job summary
Join Waterloo Medical Centre and play a key role in delivering excellent patient care within a busy and friendly GP practice. This varied position combines administration,document management and reception responsibilities, ensuring patients receive a professional service and clinicians have the support they need to provide safe, effective care.
We are looking for someone who is organised, approachable and proactive, with excellent attention to detail and strong customer service skills. In return, you will join a supportive team, develop valuable primary care experience, and make a genuine difference to the health and wellbeing of our local community.
Main duties of the job
As an Administrator/Receptionist, you will play an important role in ensuring the smooth day-to-day running of the practice and supporting the delivery of excellent patient care.
The role is varied and combines administrative, document and reception responsibilities. You will help ensure important information is processed accurately, patient records are maintained to a high standard, and requests are handled efficiently. Working closely with clinicians and colleagues, you will support effective communication, maintain confidentiality, and contribute to the safe and efficient operation of the practice.
This is an ideal opportunity for someone who enjoys working with people, has strong organisational skills, and takes pride in delivering high-quality service in a busy healthcare environment where every day brings new challenges and opportunities.
About us
Waterloo Medical Centre is a well-established, forward-thinking GP practice serving over12,500 patients in the local community. We are committed to delivering high-quality, patient-centred care and continually developing our services to meet the changing needs of our population.
Our multidisciplinary team includes GPs, nurses, healthcare assistants, clinical pharmacists, care coordinators, administrative staff and support teams, all working together to provide safe, effective and compassionate healthcare. We are also a training practice, supporting the development of future healthcare professionals.
We pride ourselves on being a supportive, friendly and inclusive place to work, where teamwork, professionalism and mutual respect are at the heart of everything we do. Staff are encouraged to share ideas, contribute to service improvements and develop their skills through ongoing learning and training opportunities.
This is an exciting opportunity to join a busy and dedicated team, gain valuable experience in primary care, and make a meaningful contribution to the health and wellbeing of our patients and community.
Details
Date posted
20 August 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
A2720-26-0005
Job locations
Waterloo Medical Centre
178 Waterloo Road
Blackpool
Lancashire
FY4 3AD
United Kingdom
Job description
Job responsibilities
Key Responsibilities
Docman Workflow Management
- Process all incoming correspondence received electronically through Docman.
- Review, categorise and accurately assign documents to the appropriate workflow according to practice protocols.
- Identify urgent or clinically significant correspondence and escalate promptly to the appropriate clinician.
- Ensure correspondence is assigned to the correct patient record and clinician.
- Monitor workflow queues and take appropriate action to prevent delays.
- Ensure documents are coded, filed and actioned in accordance with practice procedures.
- Liaise with clinicians regarding workflow queries or document processing issues.
- Maintain an up-to-date understanding of practice workflow protocols and NHS correspondence processes.
- Assist in the development and review of workflow procedures to improve efficiency and patient safety.
- Support the investigation and reporting of any incidents relating to document management.
Reception Duties
- Greet patients and visitors in a professional, courteous and confidential manner.
- Answer incoming telephone calls and deal with enquiries appropriately.
- Book, amend and cancel appointments in accordance with practice procedures.
- Signpost patients to the most appropriate healthcare professional or service.
- Manage patient requests and ensure information is recorded accurately.
- Register new patients and update patient demographic information.
- Process repeat prescription requests in accordance with practice procedures.
- Handle patient enquiries regarding test results, referrals and general practice services.
- Manage incoming and outgoing mail.
Administrative Responsibilities
- Maintain accurate electronic patient records.
- Scan, file and retrieve documents as required.
- Support administrative projects and audits.
- Assist with data quality and record cleansing exercises.
- Produce reports and information as requested.
- Participate in administrative cover arrangements during staff absence.
General Responsibilities
- Maintain patient confidentiality at all times.
- Comply with GDPR, Information Governance requirements and practice policies.
- Follow all safeguarding procedures and report concerns appropriately.
- Comply with health and safety policies and procedures.
- Participate in mandatory training and continuing professional development.
- Attend team meetings and contribute to service improvement initiatives.
- Work flexibly to meet the needs of the practice.
Job responsibilities
Key Responsibilities
Docman Workflow Management
- Process all incoming correspondence received electronically through Docman.
- Review, categorise and accurately assign documents to the appropriate workflow according to practice protocols.
- Identify urgent or clinically significant correspondence and escalate promptly to the appropriate clinician.
- Ensure correspondence is assigned to the correct patient record and clinician.
- Monitor workflow queues and take appropriate action to prevent delays.
- Ensure documents are coded, filed and actioned in accordance with practice procedures.
- Liaise with clinicians regarding workflow queries or document processing issues.
- Maintain an up-to-date understanding of practice workflow protocols and NHS correspondence processes.
- Assist in the development and review of workflow procedures to improve efficiency and patient safety.
- Support the investigation and reporting of any incidents relating to document management.
Reception Duties
- Greet patients and visitors in a professional, courteous and confidential manner.
- Answer incoming telephone calls and deal with enquiries appropriately.
- Book, amend and cancel appointments in accordance with practice procedures.
- Signpost patients to the most appropriate healthcare professional or service.
- Manage patient requests and ensure information is recorded accurately.
- Register new patients and update patient demographic information.
- Process repeat prescription requests in accordance with practice procedures.
- Handle patient enquiries regarding test results, referrals and general practice services.
- Manage incoming and outgoing mail.
Administrative Responsibilities
- Maintain accurate electronic patient records.
- Scan, file and retrieve documents as required.
- Support administrative projects and audits.
- Assist with data quality and record cleansing exercises.
- Produce reports and information as requested.
- Participate in administrative cover arrangements during staff absence.
General Responsibilities
- Maintain patient confidentiality at all times.
- Comply with GDPR, Information Governance requirements and practice policies.
- Follow all safeguarding procedures and report concerns appropriately.
- Comply with health and safety policies and procedures.
- Participate in mandatory training and continuing professional development.
- Attend team meetings and contribute to service improvement initiatives.
- Work flexibly to meet the needs of the practice.
Person Specification
Qualifications
Essential
- Good standard of general education including GCSEs (or equivalent) in English and Mathematics.
Knowledge and Skills
Essential
- Excellent attention to detail.
- Strong organisational and time management skills.
- Good communication and interpersonal skills.
- Ability to prioritise workload effectively.
- Understanding of confidentiality and data protection requirements.
- Ability to work both independently and as part of a team.
Experience
Essential
- Experience of administration and data entry.
- Experience using IT systems and Microsoft Office applications.
Desirable
- Experience of working in a GP practice, healthcare setting or customer-facing environment.
Qualifications
Essential
- Good standard of general education including GCSEs (or equivalent) in English and Mathematics.
Knowledge and Skills
Essential
- Excellent attention to detail.
- Strong organisational and time management skills.
- Good communication and interpersonal skills.
- Ability to prioritise workload effectively.
- Understanding of confidentiality and data protection requirements.
- Ability to work both independently and as part of a team.
Experience
Essential
- Experience of administration and data entry.
- Experience using IT systems and Microsoft Office applications.
Desirable
- Experience of working in a GP practice, healthcare setting or customer-facing environment.
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.
Employer details
Employer name
Waterloo Medical Centre
Address
Waterloo Medical Centre
178 Waterloo Road
Blackpool
Lancashire
FY4 3AD
United Kingdom
Employer's website
https://www.waterloomedical.co.uk/ (Opens in a new tab)
Employer details
Employer name
Waterloo Medical Centre
Address
Waterloo Medical Centre
178 Waterloo Road
Blackpool
Lancashire
FY4 3AD
United Kingdom
Employer's website
https://www.waterloomedical.co.uk/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Assistant Practice Manager
Claire Large
Details
Date posted
20 August 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
A2720-26-0005
Job locations
Waterloo Medical Centre
178 Waterloo Road
Blackpool
Lancashire
FY4 3AD
United Kingdom
Privacy notice
Waterloo Medical Centre's privacy notice (opens in a new tab)
Support links
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