Go back
St Catherine’s Surgery

GP Administrator

The closing date is 16 October 2025

Apply for this job

Job summary

St Catherine's Surgery is a large GP Practice with over 15,000 patients. The role of our GP Administration Team primarily is provide administrative support to the GPs. There are a variety of administrative tasks that require to be completed, therefore a high level of administration skills are necessary for the role.

The successful applicant will be expected to work 37.5 hours a week, Monday - Friday from 0800 until 1600.

Main duties of the job

The main duties of this role are

  • Viewing and coding clinical documents onto patient records
  • Referring any documents or results that require further action to the appropriate clinician following practice protocols.
  • Processing patient hospital referrals
  • Registering all new patients on EMIS web
  • Summarising patient medical records
  • Liaising with hospital/clinic secretaries
  • Audio typing

About us

St Catherine's Surgery is a busy GP Practice situated in a purpose built health centre in Birkenhead. We promote a friendly and professional atmosphere and offer competitive Terms and Conditions.

We are CQC rated GOOD in all areas and strive to deliver a high standard of care to our patient population.

Details

Date posted

02 October 2025

Pay scheme

Other

Salary

£24,245 a year On completion of Probation

Contract

Permanent

Working pattern

Full-time

Reference number

A3441-25-0005

Job locations

St Catherine’s Surgery

Church Road

Birkenhead

Wirral

CH42 0LQ


Job description

Job responsibilities

Job description

Job responsibilities

Scanning Clinical Documents (Workflow)

Ensuring letters are scanned onto the correct patient

Follow inhouse protocol on handling clinical correspondence

Action any documents/results as per inhouse protocols

Removing letters from the incorrect patients record

Send any letters for NOPs back to the relevant place

Register new babys following receipt of hospital discharge summary

Coding of Clinical Documents

Code and File letters received in various formats including paper, electronic, or email

Assigning letters to the relevant clinician

Patient Registrations:

Register patients

Coding of the new patient questionnaire

Sending the patient relevant registration information

Assigning the patient, a named GP

Processing GP2GP records

Processing of Adoptions / Gender re-assignments

Assist the reception team / clinicians with all registration queries

Contacting PCSE / previous GP re medical records

Adding mothers and under 5s to the Health Visitor spreadsheet

EMIS Registration Tab

Amendments

Rejections

FP69s

Quarterly Archive

Unmatched

Decoupled

Dealing with any registration queries from PCSE

Electronic change of address / details requests

Deductions:

Accepting deductions

Requesting deductions

Sending patients out of area letters

Deduction request rejections

Processing death notifications

Chasing up out of area patients

Processing FP22 reminders

Processing of Adoptions / Gender re-assignments

Dealing with queries from the patients new GP about medical records

Temporary Residents

Adding TR forms to the system

Filing TR forms away in the folder

Checking TR folder on a regular basis and processing paperwork to patients home GP

Assist the reception team / clinicians with all temporary resident queries

Lab reports:

Assigning Lab Reports in line with Practice protocols

Dealing with Un-matched lab reports

Assist the reception team / clinicians with all lab report queries

Contacting the hospital labs if any issues with reports

PCSE Online

Ordering supplies (Lloyd Georges / Shipping bags)

Ordering tracking labels for records

Tracking records

Completing urgent medical record requests

Summarising

Summarise the patients paper records

Summarise the electronic paper records

Secretary Work

Processing Choose and Book referrals (ESR)

Typing audio tape referrals

Liaising with hospital / clinic secretaries

Chasing referrals

Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP.

Ensuring GPs have processed their referrals correctly and if not flagging this with them

Secretarial tasks

Monitoring the choose and book work lists and acting on any actions

Other jobs

Assisting the Reception team with queries

Digitisation

Dealing with Admin tasks

Logging IT issues

Occasional cover for front desk

Opening post

Monitoring of practice email inbox

Job description

Job responsibilities

Job description

Job responsibilities

Scanning Clinical Documents (Workflow)

Ensuring letters are scanned onto the correct patient

Follow inhouse protocol on handling clinical correspondence

Action any documents/results as per inhouse protocols

Removing letters from the incorrect patients record

Send any letters for NOPs back to the relevant place

Register new babys following receipt of hospital discharge summary

Coding of Clinical Documents

Code and File letters received in various formats including paper, electronic, or email

Assigning letters to the relevant clinician

Patient Registrations:

Register patients

Coding of the new patient questionnaire

Sending the patient relevant registration information

Assigning the patient, a named GP

Processing GP2GP records

Processing of Adoptions / Gender re-assignments

Assist the reception team / clinicians with all registration queries

Contacting PCSE / previous GP re medical records

Adding mothers and under 5s to the Health Visitor spreadsheet

EMIS Registration Tab

Amendments

Rejections

FP69s

Quarterly Archive

Unmatched

Decoupled

Dealing with any registration queries from PCSE

Electronic change of address / details requests

Deductions:

Accepting deductions

Requesting deductions

Sending patients out of area letters

Deduction request rejections

Processing death notifications

Chasing up out of area patients

Processing FP22 reminders

Processing of Adoptions / Gender re-assignments

Dealing with queries from the patients new GP about medical records

Temporary Residents

Adding TR forms to the system

Filing TR forms away in the folder

Checking TR folder on a regular basis and processing paperwork to patients home GP

Assist the reception team / clinicians with all temporary resident queries

Lab reports:

Assigning Lab Reports in line with Practice protocols

Dealing with Un-matched lab reports

Assist the reception team / clinicians with all lab report queries

Contacting the hospital labs if any issues with reports

PCSE Online

Ordering supplies (Lloyd Georges / Shipping bags)

Ordering tracking labels for records

Tracking records

Completing urgent medical record requests

Summarising

Summarise the patients paper records

Summarise the electronic paper records

Secretary Work

Processing Choose and Book referrals (ESR)

Typing audio tape referrals

Liaising with hospital / clinic secretaries

Chasing referrals

Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP.

Ensuring GPs have processed their referrals correctly and if not flagging this with them

Secretarial tasks

Monitoring the choose and book work lists and acting on any actions

Other jobs

Assisting the Reception team with queries

Digitisation

Dealing with Admin tasks

Logging IT issues

Occasional cover for front desk

Opening post

Monitoring of practice email inbox

Person Specification

Qualifications

Essential

  • GCSE Grade A to C in English and Maths

Desirable

  • Higher education qualifications
  • College education qualifications
  • Administration qualification

Experience

Essential

  • Experience of working as part of a team
  • Minimum of 2 years previous administration experience

Desirable

  • Minimum of 2 years Primary Care administration
  • Minimum of 1 year period working directly with members of the public in a busy office environment
Person Specification

Qualifications

Essential

  • GCSE Grade A to C in English and Maths

Desirable

  • Higher education qualifications
  • College education qualifications
  • Administration qualification

Experience

Essential

  • Experience of working as part of a team
  • Minimum of 2 years previous administration experience

Desirable

  • Minimum of 2 years Primary Care administration
  • Minimum of 1 year period working directly with members of the public in a busy office environment

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

St Catherine’s Surgery

Address

St Catherine’s Surgery

Church Road

Birkenhead

Wirral

CH42 0LQ


Employer's website

https://www.stcatherinessurgery-wirral.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

St Catherine’s Surgery

Address

St Catherine’s Surgery

Church Road

Birkenhead

Wirral

CH42 0LQ


Employer's website

https://www.stcatherinessurgery-wirral.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Patient Services Manager

Janine Clarke

janine.clarke@nhs.net

01516436700

Details

Date posted

02 October 2025

Pay scheme

Other

Salary

£24,245 a year On completion of Probation

Contract

Permanent

Working pattern

Full-time

Reference number

A3441-25-0005

Job locations

St Catherine’s Surgery

Church Road

Birkenhead

Wirral

CH42 0LQ


Privacy notice

St Catherine’s Surgery's privacy notice (opens in a new tab)