Practice Administrator

Job description

Job responsibilities

General Practice Administration (Primary Focus)

Provide high-quality administrative support across all areas of the practice.

Manage document handling, scanning, data entry and workflow processing.

Support patient administration including registrations, deductions, transfers and record management.

Manage internal and external correspondence via NHS Mail, phone and written communication.

Support appointment administration and service delivery processes where required.

Work flexibly across administrative functions to maintain service resilience.

Clinical Systems & Records Management

Use EMIS Web to update and maintain accurate patient records.

Process incoming and outgoing clinical correspondence using Docman.

Attach, code and file correspondence appropriately.

Support clinical task management and workflow queues as directed.

Ensure records are complete, accurate and well organised to support safe patient care.

Medical Secretarial Support (Secondary Focus)

Provide medical secretarial support as required, including typing letters and reports

Support referral processes using IGPR, e-RS and other systems where necessary.

Ensure secretarial work is completed accurately and within agreed timescales.

Patient & External Communication

Respond to patient queries relating to administrative processes, referrals and correspondence.

Communicate professionally and sensitively, recognising confidentiality and patient needs.

Liaise with hospitals, community services and external organisations to resolve queries.

Escalate concerns, delays or potential patient safety issues appropriately.

Governance, Quality & Compliance

Maintain strict confidentiality in line with GDPR, Caldicott principles and practice policy.

Follow Information Governance, data protection and records management requirements.

Work in accordance with practice SOPs, protocols and policies.

Support audits, CQC evidence requirements and quality improvement activity.

Report incidents, risks or near misses in line with practice procedures.

General Responsibilities

Work collaboratively as part of the administrative and multidisciplinary team.

Provide cover for colleagues during periods of absence.

Participate in training, appraisal and ongoing development.

Undertake any other reasonable duties appropriate to the role.

Person Specification

Experience

Essential

• Experience working in a GP practice or NHS healthcare setting.
• Experience in administration and secretarial work.
• Experience handling confidential patient information.
• Experience with clinical correspondence and referrals.

Desirable

• Working knowledge of EMIS Web, Docman and IGPR (or equivalent systems).
• Knowledge of CQC standards and primary care governance.
• Experience supporting audits, searches or QI activity.
• Familiarity with e-RS, EPS and NHS Mail.
• Commitment to equality, diversity and inclusion.
• Willingness to undertake ongoing training.
• Adherence to practice values, policies and procedures.

Skills & Knowledge

Essential

• Strong administrative and organisational skills.
• Accurate data entry and good attention to detail.
• Basic understanding of medical terminology.
• Ability to prioritise workload in a busy environment.
• Confident IT skills including Microsoft Office and NHS systems.
• Reliable, organised and methodical.
• Professional, discreet and trustworthy.
• Calm, flexible and resilient under pressure.
• Clear communicator with good interpersonal skills.
• Team-focused with a willingness to support colleagues.
• Commitment to equality, diversity and inclusion.
• Willingness to undertake ongoing training.
• Adherence to practice values, policies and procedures.

Desirable

• Knowledge of general practice workflows and patient administration processes.

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

The Mountview Practice

Address

Fleetwood Health & Wellbeing Centre

Dock Street

Fleetwood

FY7 6HP

Employer's website

https://www.mountviewpractice.nhs.uk/ (Opens in a new tab)