York Medical Group

Business Administrator

The closing date is 10 April 2026

Job summary

As a Business Administrator, youll work closely with our Administration Manager and wider teams to ensure our systems, processes, and patient records are accurate, efficient, and fully compliant.

Youll be a key part of keeping everything running smoothly; supporting clinical and administrative teams to deliver excellent patient services.

Main duties of the job

In this varied role, you will:

Maintain and update clinical systems, ensuring accurate and secure patient records
Process incoming clinical correspondence, including scanning, coding, and workflow allocation
Support clinical coding to ensure records reflect patient care accurately
Assist with referral processes, ensuring timely and accurate submissions
Help manage appointment scheduling, clinic templates, and capacity
Run and manage patient recall systems (e.g. screenings, immunisations, long-term conditions)
Communicate with patients via letters, SMS, and online systems
Support QOF and enhanced services through patient identification and recall activity
Produce reports and run searches to support performance and service delivery
Maintain high data quality by identifying and correcting record discrepancies
Work with external NHS systems such as Open Exeter, ERS, PCSE, and Gateway
Process patient registrations, transfers, and record updates
Manage incoming and outgoing correspondence (electronic and postal)
Collaborate closely with both clinical and administrative teams
Escalate queries or concerns appropriately when needed

About us

YMG is a large inner-city GP practice and our own Primary Care Network, serving a population of 45,000 across seven sites.

We care for our people so they can care for our patients.

We are forward-thinking, innovative and supportive organisation, committed to delivering high-quality patient care through qualified and motivated colleagues.

Our diverse workforce spans all roles including GPs, ANPs, UCPs, Pharmacists, Pharmacy Technicians, Nurses, Assistant Practitioners, Health Care Assistants, Care Coordinators, Link Workers, Mental Health Workers, Administrative, Digital, operational, financial and managerial.

Date posted

27 March 2026

Pay scheme

Other

Salary

£12.81 an hour

Contract

Permanent

Working pattern

Full-time

Reference number

A0821-26-0004

Job locations

32 Clifton

YORK

YO30 6AE

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Maintain and update clinical systems, ensuring accurate patient records, ensuring compliance with data security and data governance at all times.

Process and manage incoming clinical correspondence, including scanning, coding, and workflow allocation.

Undertake clinical coding to ensure patient records accurately reflect consultations, diagnoses, and treatments.

Support referral processes, ensuring accurate and timely submission of referral information.

Assist with appointment scheduling, clinic templates, and capacity management as required.

Manage patient recall systems for screening, immunisations, and long-term condition reviews.

Action patient communications including letters, SMS messages, and online notifications.

Support QOF and enhanced services by identifying eligible patients and assisting with call/recall activity.

Run searches and reports to support performance monitoring and service delivery.

10.

Maintain data quality by identifying and correcting discrepancies within patient records.

11.

Update and maintain external systems (e.g. Open Exeter, ERS, PCSE, Gateway) in line with practice requirements.

12.

Process patient registrations, deductions, and GP2GP transfers in accordance with practice policy.

13.

Record and update patient information including admissions, discharges, and other relevant notifications.

14.

Manage incoming and outgoing correspondence, including electronic and postal systems.

15.

Work collaboratively with clinical and administrative teams to support effective patient care.

16.

Escalate queries, issues, or risks appropriately to senior staff or clinicians.

17.

Work flexibly across multiple sites and administrative functions to meet service needs.

18.

Maintain up-to-date knowledge of practice systems, policies, and NHS guidance, participating in ongoing training and development.

19.

Always Work safely in accordance with legislative requirements and practice policy and procedures.

20.

Work across multi sites.

21.

Keep up to date with current training.