GP Administrator

Job description

Job responsibilities

-Patient Records and Clinical Administration

Accurately input data and update patient information within the clinical system (e.g. SystmOne).

Manage clinical correspondence, ensuring timely coding and filing of letters, reports, and test results.

Maintain, summarise and audit medical records to ensure completeness and quality.

File and retrieve correspondence from electronic and paper records as required.

Process referrals and support the administration of urgent referral pathways.

Handle subject access requests and other patient information requests in line with data protection policies.

-General Administrative Duties

Provide support to the Administration Team Lead and Patient Services Manager through the personal provision of a range of delegated clerical and administrative tasks.

Prepare and type letters, meeting minutes, reports, and other documentation as required.

Manage incoming and outgoing communications from both patients, and other health professionals including emails, telephone calls, and post.

Support with invoicing, ordering of supplies, and other routine administrative tasks.

Assist clinical staff with administrative support as needed to facilitate patient care.

Assist in ensuring Quality Outcome Framework (QoF) and Direct and Local Enhanced Service provision reaches maximum targets and performance where applicable in role.

-IT and System Use

Utilise clinical and administrative systems efficiently and responsibly.

Maintain and update templates within clinical systems to ensure a consistent approach across the practice as required.

Keep relevant managers informed about system issues or workflow challenges.

- Team and Patient Support

Support the reception team to receive, assist and direct patients including dealing with general queries and complaints where appropriate.

To provide cover and assistance for members of the non-clinical teams during periods of staff absences as required.

Manage incoming calls, ensuring queries are directed appropriately.

-Confidentiality and Compliance

Maintain strict confidentiality in handling patient and practice information.

Comply with all relevant data protection regulations and practice policies.

Report risks, significant problems and issues to the relevant person ensuring appropriate reporting procedures are followed.

Promote Equality and Diversity and Health and Safety of self and others.

Assist the Team Leads and Managers to ensure and maintain compliance with CQC and Health & Safety standards.

Any other reasonable duties that may be required from time-to-time.

Person Specification

Skills

Essential

• Strong organisational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain professionalism and confidentiality at all times.
• Flexible, adaptable, and able to work effectively both independently and as part of a team.
• Excellent time management.
• Ability to take accurate minutes and meeting notes.
• Proficiency in Microsoft Office and basic IT skills.
• Proactive attitude with a commitment to high-quality service delivery.

Qualifications

Essential

• GCSE grade C/Level 5 or above in English and Mathematics or equivalent.

Desirable

• Business administration qualification or the equivalent.

Experience

Essential

• Previous experience in an administrative and/or secretarial role.
• Confident in supporting reception duties and handling patient enquiries.

Desirable

• Previous experience in a GP practice or primary care setting preferred.
• Experience working with patient data and clinical systems (SystmOne preferred).
• Familiarity with managing referrals, patient correspondence, and medical record coding.

Other

Essential

• Able to work across sites and provide short notice cover.

Desirable

• UK driving licence.

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

Jesmond Health Partnership

Address

17 Osborne Rd

Jesmond

Newcastle upon Tyne

Tyne and Wear

NE2 2AH

Employer's website

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