Job summary
As Administrator, you will provide vital administrative support to
ensure the effective and accurate management of clinical data across the
practice. You will be responsible for read coding, summarising medical records,
managing third-party requests, and scanning documentation in accordance with
established protocols and data protection regulations
Main duties of the job
Working closely
with the Administration Lead and wider practice team, you will help maintain
accurate, timely and secure patient records using SystmOne. The role requires excellent
attention to detail, strong IT skills, and the ability to work both
independently and as part of a team.
Excellent IT skills are necessary as well as a good knowledge of SystmOne
or the aptitude to learn it, as well as good working knowledge of MS Word and Excel.
Experience working in general practice or with read coding is preferred.
Availability to work Thursdays and Fridays is essential.
About us
Prince of Wales Surgery is a friendly, patient-centred GP practice based in Dorchester and Portesham, Dorset. We are committed to providing high-quality, compassionate healthcare to our local community. Our surgery is fully equipped and well-supported by a multidisciplinary team that values professionalism, collaboration, and kindness.
Our experienced team includes GPs, nurses, healthcare assistants, receptionists, and administrative staffall dedicated to delivering excellent care. We work closely together in a supportive, inclusive environment where everyones contribution is valued.
At Prince of Wales Surgery, we foster a warm and respectful atmosphere. Our team is approachable, proactive, and passionate about improving patient outcomes. We prioritise teamwork, communication, and continuous development. We offer a rewarding and balanced work life with opportunities for professional growth and a strong focus on staff wellbeing.
Job description
Job responsibilities
The following are the core responsibilities of the Administrator. There may be on occasion a requirement to carry out other tasks depending on workload and staffing levels:
- Extract and enter data accurately into patient records from clinical correspondence, hospital letters and external sources.
- Read code incoming documents and workflow items on SystmOne in line with practice protocols.
- Scan and upload relevant clinical and administrative documentation to patient records.
- Summarise patient medical records when required.
- Process and code incoming results and correspondence.
- Monitor and process third-party requests for medical records and reports (e.g. insurance, solicitors, SARs), ensuring compliance with GDPR regulations and practice protocols when required.
- Maintain relevant administrative spreadsheets and documentation.
- Provide general administrative support to the wider clinical and non-clinical team as needed.
- Monitor and maintain stock levels of administrative supplies.
Other Responsibilities
All staff have a duty to conform to the following:
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures re: confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Job description
Job responsibilities
The following are the core responsibilities of the Administrator. There may be on occasion a requirement to carry out other tasks depending on workload and staffing levels:
- Extract and enter data accurately into patient records from clinical correspondence, hospital letters and external sources.
- Read code incoming documents and workflow items on SystmOne in line with practice protocols.
- Scan and upload relevant clinical and administrative documentation to patient records.
- Summarise patient medical records when required.
- Process and code incoming results and correspondence.
- Monitor and process third-party requests for medical records and reports (e.g. insurance, solicitors, SARs), ensuring compliance with GDPR regulations and practice protocols when required.
- Maintain relevant administrative spreadsheets and documentation.
- Provide general administrative support to the wider clinical and non-clinical team as needed.
- Monitor and maintain stock levels of administrative supplies.
Other Responsibilities
All staff have a duty to conform to the following:
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures re: confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Experience
Essential
- Experience of data input, administrative support, or office-based role.
- Experience of supporting effective office administration systems.
- Customer service experience.
Desirable
- Experience of working in General Practice or healthcare
- Experience in read coding.
Personal Qualities and Attributes
Essential
- Confidential, professional and reliable
- Adaptable and proactive
- Commitment to continuous improvement
- Forward thinker
- High levels of integrity
- Motivated
- Flexibility to work outside of core office hours if required
- Availability to work Thursdays and Fridays essential
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE grade C/4 or above in English and Maths
Knowledge and Skills
Essential
- Accurate data entry and attention to detail
- Experience of working with clinical systems or other database systems
- A methodical and well organised approach to work and ability to prioritise
- Excellent communication skills (written and oral)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Effective time management
- Competent in the use of Office and Outlook
- Ability to follow policy and procedure
- Good administrator
Desirable
- Experience of working with SystmOne
- Understanding of GDPR/Data protection principles.
Person Specification
Experience
Essential
- Experience of data input, administrative support, or office-based role.
- Experience of supporting effective office administration systems.
- Customer service experience.
Desirable
- Experience of working in General Practice or healthcare
- Experience in read coding.
Personal Qualities and Attributes
Essential
- Confidential, professional and reliable
- Adaptable and proactive
- Commitment to continuous improvement
- Forward thinker
- High levels of integrity
- Motivated
- Flexibility to work outside of core office hours if required
- Availability to work Thursdays and Fridays essential
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE grade C/4 or above in English and Maths
Knowledge and Skills
Essential
- Accurate data entry and attention to detail
- Experience of working with clinical systems or other database systems
- A methodical and well organised approach to work and ability to prioritise
- Excellent communication skills (written and oral)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Effective time management
- Competent in the use of Office and Outlook
- Ability to follow policy and procedure
- Good administrator
Desirable
- Experience of working with SystmOne
- Understanding of GDPR/Data protection principles.
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.