Administrator, Medical Receptionist, Healthcare

About the Role

Highlands Surgery is recruiting a friendly, motivated and proactive administrator to join our practice for 25 hours per week. The hours are to be split into 5 hours per day (Monday–Friday), with shifts 08:00–13:00 or 13:30–18:30.

The primary responsibility of this role is managing patient medical and administrative requests via Anima. You will triage, assign, resolve, contact patients, book appointments and complete associated admin, ensuring patients receive timely and safe care. Strong IT skills and a willingness to learn are essential; full training will be provided.

Your main focus will be Anima, reviewing incoming requests, applying triage pathways, allocating work to clinicians, completing tasks, and communicating with patients. You will also support the reception team with general duties when required.

No two days are the same, and you'll be part of a supportive team that makes a real difference in the local community.

• Anima request management - Review, triage, assign and resolve patient medical and administrative requests.
• Patient communication - contact patients to gather information, provide updates, book appointments and issue instructions.
• Appointment booking - book patients appropriately in line with clinical triage and practice protocols.
• Task completion - action clinical tasks, follow up on clinician instructions, and ensure timely closure.
• Digital systems use - confidently use Anima, Systm One, MS Teams, NHS mail and other practice systems.
• Reception support - assist with front desk duties when required, ensuring smooth workflows.
• General surgery admin - scanning, coding, processing letters/forms/specimens, and maintaining accurate patient records.
• Patient signposting - direct patients to the correct clinician, service or pathway.

General practice is fast paced and rewarding. We're looking for someone who is calm, approachable, and able to work efficiently under pressure, with a genuine commitment to helping others.

Highlands Surgery is looking for someone who enjoys working with digital systems, can think critically, and is confident communicating with patients. This is a varied and rewarding role where you will play a vital part in helping patients access the care they need through our digital platforms.

You do not need previous healthcare experience. If you are quick to learn, confident with IT, and enjoy working with people, we would love to hear from you. Some flexibility is required to support colleagues or service needs, and applicants should live within reasonable commuting distance.

You will:

• Communicate professionally with patients and staff across all channels.
• Handle sensitive situations with empathy, discretion and confidentiality.
• Work confidently with the public, including in occasionally challenging situations.
• Demonstrate strong organisation and attention to detail.
• Use IT systems effectively and be willing to learn new platforms.
• Support colleagues and contribute to a positive team environment.

We would prefer someone with Systm One experience, but we are very happy to train the right candidate.

Highlands Surgery is a well-established, forward-thinking practice committed to delivering high-quality patient care within a supportive and collaborative environment. We are proud to be rated Outstanding by the CQC.

Our team includes 3 GP partners, 3 salaried GPs, 3 nurses, an in-house pharmacist, 2 HCAs and a large administrative team. We are also a GP training practice with up to 4 GP registrars at any time, creating a positive learning environment.

We work closely with our Primary Care Network (PCN), supporting patients through a wider multidisciplinary team.

• Supportive and friendly team
• Opportunities to learn and develop
• A varied role within a busy practice
• A chance to make a real difference to patient care

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and may require a Disclosure and Barring Service check.