Administrator (Gravesend)

Downs Way Medical Practice

The closing date is 22 May 2025

Job summary

We are a GP practice working across 3 sites around rural Gravesend and Bexley. We are seeking to recruit an administrator, for our head office site based at Istead Rise Surgery, Gravesend, preferably with general practice experience.

Main duties of the job

The administrator will perform a back office support function to both the clinical and non clinical staff, including scanning, download of econsults, managing the generic mailbox and telephone answering. There will be some remote contact/face to face work with patients. Hours are 37.5 per week, Monday Friday in a fixed rota pattern. Days start from 0800 or 0830 depending on rota.

The ideal applicant will have a general practice background, excellent computer skills, time management and organisational ability are key requirements along with an understanding of patient confidentiality, customer service and ability to work in a team. This position will be subject to a standard DBS check.

About us

The practice is a friendly place, with small teams working to meet the needs of patients across our sites. Access to the NHS Pension scheme features.

Date posted

06 May 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A0772-25-0003

Job locations

Worcester Close

Istead Rise

Gravesend

Kent

DA13 9LB

Job description

Job responsibilities

Administrator

JOB DESCRIPTION

Title: Administrator

Accountable to: Service Manager

Responsible for: The provision of admin support to the Partners. Providing a good standard of service to the patients in line with the directives laid down by the Partners and Managing Partner.

Overall job

purpose: To ensure the provision of an efficient and compassionate service to the patients. To work as an effective and efficient team member to provide the service.

Main Duties /

Responsibilities:

Accurate actioning of doctors daily correspondence within specified timescale, using computerised Patient Record system

Prioritise and deal with incoming post, sorting and filtering, scanning paperwork into the clinical system

Sort and envelope up previous days correspondence for posting

Assisting patients / health professionals / and other agencies with general enquiries and non-clinical advice in a confident and courteous manner

Take messages for other practice staff, and accurately pass on as appropriate

Chase Hospital results / appointments / referrals on behalf of Partners/Patients

Take telephone patient requests for home visits, log and enter on computer

Enter Choose and Book Referral letters

Deal with queries re Choose & Book from Hospital/Patients

Deal with insurance reports, claim forms, medical requests etc. and relevant paperwork for doctors completion

Send out invoice letters where appropriate and record payment details for non-NHS services

Book patient transport for out of area Hospitals

Mail manager workflow intray

Dealing with the incoming/outgoing emails in the practice generic mailbox

Learn & implement new procedures as appropriate

Attend relevant training courses as appropriate to keep up to date with skills / knowledge

Provide cover for other admin staff (inc. other sites ) for holiday / sickness

Attend quarterly Staff Practice Meeting and whenever possible

Undertake such other duties that might reasonably be required

Generally work closely with the other members of the surgery team to ensure the smooth running of the Practice and effective patient care

Duties listed above may change in the light of developments within the service and are subject to review. Implementation of any changes will be by mutual consent.

Job Description drawn up: March 2020

Reviewable: Annually last review March 2021

Job description

Job responsibilities

Administrator

JOB DESCRIPTION

Title: Administrator

Accountable to: Service Manager

Responsible for: The provision of admin support to the Partners. Providing a good standard of service to the patients in line with the directives laid down by the Partners and Managing Partner.

Overall job

purpose: To ensure the provision of an efficient and compassionate service to the patients. To work as an effective and efficient team member to provide the service.

Main Duties /

Responsibilities:

Accurate actioning of doctors daily correspondence within specified timescale, using computerised Patient Record system

Prioritise and deal with incoming post, sorting and filtering, scanning paperwork into the clinical system

Sort and envelope up previous days correspondence for posting

Assisting patients / health professionals / and other agencies with general enquiries and non-clinical advice in a confident and courteous manner

Take messages for other practice staff, and accurately pass on as appropriate

Chase Hospital results / appointments / referrals on behalf of Partners/Patients

Take telephone patient requests for home visits, log and enter on computer

Enter Choose and Book Referral letters

Deal with queries re Choose & Book from Hospital/Patients

Deal with insurance reports, claim forms, medical requests etc. and relevant paperwork for doctors completion

Send out invoice letters where appropriate and record payment details for non-NHS services

Book patient transport for out of area Hospitals

Mail manager workflow intray

Dealing with the incoming/outgoing emails in the practice generic mailbox

Learn & implement new procedures as appropriate

Attend relevant training courses as appropriate to keep up to date with skills / knowledge

Provide cover for other admin staff (inc. other sites ) for holiday / sickness

Attend quarterly Staff Practice Meeting and whenever possible

Undertake such other duties that might reasonably be required

Generally work closely with the other members of the surgery team to ensure the smooth running of the Practice and effective patient care

Duties listed above may change in the light of developments within the service and are subject to review. Implementation of any changes will be by mutual consent.

Job Description drawn up: March 2020

Reviewable: Annually last review March 2021

Person Specification

Qualifications

Essential

GCSE gade A to C in English and Maths

Desirable

NVQ 2 in Customer Service

Experience

Essential

Common Sense
Desire to meet patient needs

Desirable

Experience of working in a general practice or relevant customer facing/administrative role

Person Specification

Qualifications

Essential

GCSE gade A to C in English and Maths

Desirable

NVQ 2 in Customer Service

Experience

Essential

Common Sense
Desire to meet patient needs

Desirable

Experience of working in a general practice or relevant customer facing/administrative role

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

Downs Way Medical Practice

Address

Worcester Close

Istead Rise

Gravesend

Kent

DA13 9LB

Employer's website

http://www.downswaymedicalpractice.co.uk/ (Opens in a new tab)

Employer details

Employer name

Downs Way Medical Practice

Address

Worcester Close

Istead Rise

Gravesend

Kent

DA13 9LB

Employer's website

http://www.downswaymedicalpractice.co.uk/ (Opens in a new tab)

For questions about the job, contact:

Managing Partner

Keith Fuller

kfuller@nhs.net

01474831150

Date posted

06 May 2025

Pay scheme

Other

Salary

£12.21 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A0772-25-0003

Job locations

Worcester Close

Istead Rise

Gravesend

Kent

DA13 9LB

Supporting documents

Privacy notice

Downs Way Medical Practice's privacy notice (opens in a new tab)