Job summary
**This is a full-time post (37.5 hours per week) worked Monday to Friday inclusive between the hours of 8-6pm.**
Interviews will take place week commencing 20th April 2026
Jesmond Health Partnership is looking for a committed individual to provide essential administrative support to our clinical and reception teams. Your work will be vital in ensuring efficient patient care, accurate record-keeping, and smooth daily operations.
As a GP Administrator, you will be responsible for managing patient records and requests, handling clinical correspondence, supporting reception duties when needed, and contributing to the overall organisation of the practice. Your attention to detail, confidentiality, and excellent communication skills will help us maintain the high standards of care our patients expect.
Rewards and Benefits;
- 30 days paid holidays plus 8 bank holidays (pro rata)
- NHS pension
- Monday to Friday
- No Bank Holiday working
- Training and development opportunities
Main duties of the job
Manage and update patient records accurately using the clinical system (SystmOne).
Process clinical correspondence, including coding letters, reports, and test results.
Assist with referral processing.
Handle patient information and medication requests.
Type and prepare letters and reports.
Manage incoming and outgoing communications including phone calls, emails, and post.
Organise and maintain both electronic and paper filing systems to ensure accurate record keeping.
Support clinical staff with routine administrative tasks to facilitate patient care.
Maintain confidentiality and comply with data protection regulations at all times.
Communicate effectively with colleagues and escalate issues to the Administration, Quality and Performance Lead or Patients Services Manager when necessary.
About us
Jesmond Health Partnership is a friendly, innovative, and patient-focused GP practice in Newcastle-upon-Tyne.
JHP is a forward-thinking GP practice in Newcastle. We use a digital-first system that gives patients easy access and quick solutions.
Our experienced and enthusiastic teams work hard to provide high-quality care for patients.
Job description
Job responsibilities
Main Tasks/Responsibilities:
-
Provide
support to the Administration, Quality and Performance Lead through the personal provision of a
range of delegated clerical and administrative tasks.
- To provide an efficient audio,
copy typing and word processing service for GPs and health professionals as
required.
- Process referrals using the
electronic referral system (ERS) ensuring the appropriate referral pathway is
used.
- Process and monitoring of all fast
track (2 week wait) referrals and action as necessary.
- Assist with
ensuring referral letter templates and proformas are kept up to date.
- To ensure that all incoming and
internal patient correspondence is stored in/on the patients medical record
and relevant information is coded as required.
- Deal with telephone queries from
both patients, and other health professionals, recording accurate and concise
messages where appropriate.
- To assist with summarising of
medical records.
- Deduct
patients from the patient list retrieving medical records as required.
- Register
new patients where appropriate.
- Coordinate
and grant patient online services in conjunction with the Team Leads.
- Assist in
record requests from patients, insurance companies and legal authorities.
- Provide support to maintain an
effective and timely recall system to ensure patients receive appropriate
review and follow up.
- Deliver an
efficient prescription service, expediting urgent prescriptions as required and
managing turnaround time of prescriptions.
- Provide
efficient administration support as part of a team to ensure the smooth and
safe running of the prescription service.
- Work
with GPs/Clinicians to provide a responsive repeat prescription service.
- Answer
medication queries from patients, staff members, pharmacies and care homes.
- Build good
working relationships with community pharmacies and care homes to help enable
prescription service.
- Support the reception team to
receive, assist and direct patients including dealing with general queries and
complaints where appropriate.
- Report
risks, significant problems and issues to the relevant person ensuring
appropriate reporting procedures are followed.
- Maintain and update templates within SystmOne to
ensure a consistent approach across the practice as required
- To maintain the clinical system
(SystmOne) in an accurate and secure manner.
- Assist the
Team Leads and Managers to ensure and maintain compliance with CQC and Health
& Safety standards.
- Promote
Equality and Diversity and Health and Safety of self and others.
- Identify areas for continual
improvement within areas of responsibility and proactively assist with
implementing change, as required.
- Comply with any internal or
external audits where required.
- Assist in ensuring Quality Outcome
Framework (QoF) and Direct and Local Enhanced Service provision reaches maximum
targets and performance where applicable in role
- Assist
with the development of systems and protocols to ensure administration areas
run effectively and efficiently.
- To assist
with developing and implementing the workflow process, including designing
protocols and appropriate document management to deal with incoming
correspondence.
- To carry out
clerical and administrative related tasks as delegated by
the doctors and other clinical practitioners.
- To provide
cover for members of the team during periods of sickness and annual leave.
- Any other reasonable
duties that may be required from time-to-time.
General Responsibilities:
- Promote
and support the vision and mission of the Partners in the day-to-day
undertaking of the Administrator role.
- Ensure and
comply with confidentiality requirements associated with all aspects of the
role; correspondence, reports, meetings, and verbal communications.
- Adopt,
implement, and support any changes that are introduced to improve the Practice.
- At all times treat others in a courteous and respectful manner in providing a caring service.
- Demonstrate competence and efficiency in the completion of all tasks allocated. Adhere to the statutory, regulatory and management policies of the Practice in the day-to-day undertaking of the Administrator role.
Job description
Job responsibilities
Main Tasks/Responsibilities:
-
Provide
support to the Administration, Quality and Performance Lead through the personal provision of a
range of delegated clerical and administrative tasks.
- To provide an efficient audio,
copy typing and word processing service for GPs and health professionals as
required.
- Process referrals using the
electronic referral system (ERS) ensuring the appropriate referral pathway is
used.
- Process and monitoring of all fast
track (2 week wait) referrals and action as necessary.
- Assist with
ensuring referral letter templates and proformas are kept up to date.
- To ensure that all incoming and
internal patient correspondence is stored in/on the patients medical record
and relevant information is coded as required.
- Deal with telephone queries from
both patients, and other health professionals, recording accurate and concise
messages where appropriate.
- To assist with summarising of
medical records.
- Deduct
patients from the patient list retrieving medical records as required.
- Register
new patients where appropriate.
- Coordinate
and grant patient online services in conjunction with the Team Leads.
- Assist in
record requests from patients, insurance companies and legal authorities.
- Provide support to maintain an
effective and timely recall system to ensure patients receive appropriate
review and follow up.
- Deliver an
efficient prescription service, expediting urgent prescriptions as required and
managing turnaround time of prescriptions.
- Provide
efficient administration support as part of a team to ensure the smooth and
safe running of the prescription service.
- Work
with GPs/Clinicians to provide a responsive repeat prescription service.
- Answer
medication queries from patients, staff members, pharmacies and care homes.
- Build good
working relationships with community pharmacies and care homes to help enable
prescription service.
- Support the reception team to
receive, assist and direct patients including dealing with general queries and
complaints where appropriate.
- Report
risks, significant problems and issues to the relevant person ensuring
appropriate reporting procedures are followed.
- Maintain and update templates within SystmOne to
ensure a consistent approach across the practice as required
- To maintain the clinical system
(SystmOne) in an accurate and secure manner.
- Assist the
Team Leads and Managers to ensure and maintain compliance with CQC and Health
& Safety standards.
- Promote
Equality and Diversity and Health and Safety of self and others.
- Identify areas for continual
improvement within areas of responsibility and proactively assist with
implementing change, as required.
- Comply with any internal or
external audits where required.
- Assist in ensuring Quality Outcome
Framework (QoF) and Direct and Local Enhanced Service provision reaches maximum
targets and performance where applicable in role
- Assist
with the development of systems and protocols to ensure administration areas
run effectively and efficiently.
- To assist
with developing and implementing the workflow process, including designing
protocols and appropriate document management to deal with incoming
correspondence.
- To carry out
clerical and administrative related tasks as delegated by
the doctors and other clinical practitioners.
- To provide
cover for members of the team during periods of sickness and annual leave.
- Any other reasonable
duties that may be required from time-to-time.
General Responsibilities:
- Promote
and support the vision and mission of the Partners in the day-to-day
undertaking of the Administrator role.
- Ensure and
comply with confidentiality requirements associated with all aspects of the
role; correspondence, reports, meetings, and verbal communications.
- Adopt,
implement, and support any changes that are introduced to improve the Practice.
- At all times treat others in a courteous and respectful manner in providing a caring service.
- Demonstrate competence and efficiency in the completion of all tasks allocated. Adhere to the statutory, regulatory and management policies of the Practice in the day-to-day undertaking of the Administrator role.
Person Specification
Qualifications
Essential
- GCSE grade C/Level 5 or above in English and Mathematics or equivalent.
Desirable
- Business administration qualification or the equivalent.
Experience
Essential
- Good IT skills and competent in use of MS office
Desirable
- Experience working with clinical systems, ideally SystmOne
- Previous experience in an administrative and/or secretarial role
- Experience of General Practice (GP) administration systems and processes
Right to Work in the UK
Essential
- British citizen or Settled / Pre-settled status or Valid UK visa (please specify type and expiry date)
Skills
Essential
- Excellent organisation and time management
- Good written and verbal communication
- Ability to work unsupervised and in accordance with policies and procedures
- Ability to work accurately and methodically
Knowledge
Desirable
- Knowledge of GDPR and information governance
- Knowledge of medical terminology
Other
Desirable
- Full driving license and access to vehicle
Person Specification
Qualifications
Essential
- GCSE grade C/Level 5 or above in English and Mathematics or equivalent.
Desirable
- Business administration qualification or the equivalent.
Experience
Essential
- Good IT skills and competent in use of MS office
Desirable
- Experience working with clinical systems, ideally SystmOne
- Previous experience in an administrative and/or secretarial role
- Experience of General Practice (GP) administration systems and processes
Right to Work in the UK
Essential
- British citizen or Settled / Pre-settled status or Valid UK visa (please specify type and expiry date)
Skills
Essential
- Excellent organisation and time management
- Good written and verbal communication
- Ability to work unsupervised and in accordance with policies and procedures
- Ability to work accurately and methodically
Knowledge
Desirable
- Knowledge of GDPR and information governance
- Knowledge of medical terminology
Other
Desirable
- Full driving license and access to vehicle
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.
