Patient Services Team Administrator

Job description

Job responsibilities

Main Duties and Responsibilities:

Administrative Responsibilities:

• General clerical tasks including scanning, photocopying, filing, and accurate data entry.
• Manage practice correspondence including physical mail, NHSmail inbox, and clinical system tasks.
• Book appointments for:
• Ambulatory Blood Pressure Monitoring (ABPM)
• 24-hour ECG monitoring
• Oversee the loan and return of home BP monitors, including logging and cleaning equipment.
• Prepare and send insurance reports in line with GDPR and data protection policies.
• Process Subject Access Requests (SARs) within the required legal timeframes.
• Support weekly nursing home rounds coordination and related administrative tasks.
• Maintain the Doctors Availability Chart on a monthly basis.
• Assist with processing Immunisation notifications given in schools (e.g. flu vaccines).
• Handle in-house health and wellbeing (H/W/BP) slips and ensure appropriate coding on EMIS.
• Manage the practice email account daily, distributing queries and documents appropriately.
• Support prescription processing on Thursdays and Fridays, including calls, emails, and issuing prescriptions.
• Coordinate and send New Patient QOF invites, ensuring compliance with registration protocols.

Clinical Support Administration (Routine and Recurring Tasks):

• Code and input BP readings taken at pharmacies and received via AccuRx or patient slips.
• Administer the Pre-Diabetes Questionnaire responses weekly and code accordingly.
• Prepare and send invites for monthly Nursing Home / Housebound / End of Life (EoL) bloods.
• Support monthly completion and upload of Nursing Home Diabetic KCPs (Key Care Plans).

IT and Digital Support Responsibilities:

• Provide first-line support for staff using:
• EMIS Web (appointments, coding, templates, searches)
• AccuRx (SMS messaging, Floreys, video consults)
• Docman (document workflow, coding, task assignment)
• Ardens (QOF searches, templates, protocols)
• Assist with staff access management:
• EMIS and NHSmail account setup
• AccuRx onboarding
• Smartcard role access
• Monitor and report IT issues; escalate to external IT support when needed.
• Assist with system updates and training rollouts as directed.
• Maintain an inventory of IT hardware and software.

Key Working Relationships:

• Practice Manager and Administrative Team
• GPs, Nurses, and Healthcare Assistants
• IT/Digital Support Team (ICB)
• Care homes and external providers
• Patients, carers, and family members

Person Specification:

Essential

Desirable

Good working knowledge of Microsoft Office

EMIS Web, Docman, AccuRx, Ardens experience

Comfortable supporting colleagues with IT issues

Understanding of NHSmail and smartcards

Excellent communication and organisation skills

Knowledge of QOF, LTC recalls, SARs, GDPR

Strong attention to detail

IT qualification (e.g. ECDL, CompTIA)

Ability to work independently and under pressure

Proven administrative experience

Commitment to confidentiality and data security

Experience in a GP surgery or NHS setting

Additional Information:

• Training will be provided on clinical systems and internal processes.
• Occasional flexibility may be required to support clinical priorities, IT updates, or team cover.

Person Specification

Experience

Essential

• Good working knowledge of Microsoft Office
• Comfortable supporting colleagues with IT issues
• Excellent communication and organisation skills
• Strong attention to detail
• Ability to work independently and under pressure
• Commitment to confidentiality and data security

Desirable

• EMIS Web, Docman, AccuRx, Ardens experience
• Understanding of NHSmail and smartcards
• Knowledge of QOF, LTC recalls, SARs, GDPR
• IT qualification (e.g. ECDL, CompTIA)
• Proven administrative experience
• Experience in a GP surgery or NHS setting

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

Wallingford Medical Practice

Address

Reading Road

Wallingford

Oxfordshire

OX10 9DY

Employer's website

https://www.wallingfordmedicalpractice.co.uk/ (Opens in a new tab)