Job summary
Due to internal promotion we are seeking a proactive and
highly organised Administrator to join our friendly and dedicated team at Collingwood Health Group. This is an excellent opportunity for someone with
experience in a general practice setting who is looking to take the next step
in their administrative career.
As an administrator, you will work closely with the whole team to ensure
the smooth running of administrative processes. Your role will support
operational efficiency and contribute to the delivery of high-quality care to
our patients.
Main duties of the job
Please see full job description attached, but primary duties will include:
Provides comprehensive administrative support across multiple clinical and governance areas within the practice. Acts as Safeguarding Administrative Lead, maintaining accurate confidential records, supporting staff with safeguarding processes, referrals, audits, and liaising with external agencies in line with NHS, CQC and local policies.
Supports Cancer Champion activities in collaboration with PCN staff, including appointment coordination, attendance at quarterly PCN cancer meetings, audits/searches with the lead GP, and management of bowel screening results.
Manages pessary recall processes, patient communications (website, posters, texts, waiting room screens), GP links including patient deductions and address monitoring, and processes non-NHS reports such as solicitor, insurance, Department of Health, benefits, and subject access requests.
Coordinates optician referral correspondence, palliative care administration (registers, meetings, minutes, templates, Black Pear requests), DNAR monitoring, and death administration including registers, documentation, liaison with GPs/medical examiners, and record updates.
Oversees recall systems for blood tests, scans, medications and specialist monitoring (e.g. lithium, prostate cancer injections), undertaking regular searches and diary updates. Completes ad hoc administrative tasks as requested by the healthcare team.
About us
Collingwood Health Group is a progressive,
patient-focused GP practice dedicated to delivering high-quality primary care
services. We foster a collaborative and supportive team environment and are
committed to the ongoing professional development of all staff.
Serving a patient population of approximately 24,500 across
four sites, we are a well-established, forward-thinking practice providing care
to diverse communities. Our scale and multi-site presence enable us to offer a
dynamic and resilient approach to service delivery.
Our organisation is led by a team of 10 dedicated GP
Partners and supported by a wide-ranging multidisciplinary team that includes
Salaried GPs, Advanced Nurse Practitioners, Practice Nurses, a Community
Practitioner, Physician Associate, Nursing Associates, Healthcare Assistants,
and a Phlebotomist. We are also fortunate to have an integrated pharmacy team
comprising Clinical Pharmacists and Pharmacy Technicians, who contribute
significantly to the safe and effective management of prescribing and medication
use.
This robust clinical workforce is underpinned by a highly
skilled and efficient administrative team that ensures the seamless operation
of the practice. Together, our multidisciplinary team is committed to providing
outstanding care and continually improving health outcomes for the communities
we serve.
Job description
Job responsibilities
Primary Responsibilities
Safeguarding
Act
as a Safeguarding Administrative Lead for the Practice, coordinating and
maintaining accurate, confidential safeguarding records in line with NHS, CQC,
and local safeguarding policies.
Support
clinical and non-clinical staff with safeguarding processes, including
documentation, referrals, audits, and communication with external agencies,
ensuring timely and compliant administrative oversight.
Cancer Champion
In collaboration with PCN staff.
Arranging appointments
Attending quarterly PCN Cancer meeting.
Searches/Audit with lead GP
Management of bowel screening results
Pessary Change
Monthly patient search on recall dates.
Send out appointment letters.
Keep GP and reception pessary stocks available.
Patient Communications
Supplying information to patients via website, posters and texts.
Coordination of content for internal waiting room TV screens
GP
Links
Processing
of patient deductions
Monitoring
of patient address changes, inside and outside of practice boundary
Non
NHS Related Reports
Processing
of reports from solicitors/insurance companies
Processing
of any department of health and/or benefit related reports
Processing
of any subject access requests
Optician's
Letters
Contact
patient to identify which hospital they wish to be referred to and forward
information to secretaries to undertake referral.
Palliative
Care
Produce,
monitor and update palliative care register monthly for presentation at monthly
meeting.
Invite
relevant team members to attend monthly meeting
Minute
palliative care meeting and share notes accordingly
Update
palliative care template ass appropriate
Process
black pear requests as appropriate
DNAR's
Add
diary dates for DNARs
Undertake
monthly search for DNAR's to check all in date
Prepare
up to date information in relation to any out of date DNAR's and forward to
appropriate GP/location.
Deaths
Ensure
death register is up to date
Update
electronic registration documentation in line with date of death and request
patient deduction
Liaise
with appropriate GP and medical examiner with regards to the processing of
relevant documentation.
Scan
a copy of patient death certificate to electronic records.
Update
Black Pear as appropriate.
Recall
Update
diary dates for 6-12 weeks for one off bloods
Update
3 month diary date for FBC and Ferritin
Update
diary date for regular bloods
Update
diary dates for PSA bloods
Update
diary dates for Dexa Scans
Update
diary dates for USS
Undertake
search on a monthly basis for patients on Lithium
Undertake
search for patients receiving injections in line with prostate cancer
Update
diary dates for patients on certain drugs who need regular blood tests
Tasks
Action
tasks from members of the health care team as appropriate.
Job description
Job responsibilities
Primary Responsibilities
Safeguarding
Act
as a Safeguarding Administrative Lead for the Practice, coordinating and
maintaining accurate, confidential safeguarding records in line with NHS, CQC,
and local safeguarding policies.
Support
clinical and non-clinical staff with safeguarding processes, including
documentation, referrals, audits, and communication with external agencies,
ensuring timely and compliant administrative oversight.
Cancer Champion
In collaboration with PCN staff.
Arranging appointments
Attending quarterly PCN Cancer meeting.
Searches/Audit with lead GP
Management of bowel screening results
Pessary Change
Monthly patient search on recall dates.
Send out appointment letters.
Keep GP and reception pessary stocks available.
Patient Communications
Supplying information to patients via website, posters and texts.
Coordination of content for internal waiting room TV screens
GP
Links
Processing
of patient deductions
Monitoring
of patient address changes, inside and outside of practice boundary
Non
NHS Related Reports
Processing
of reports from solicitors/insurance companies
Processing
of any department of health and/or benefit related reports
Processing
of any subject access requests
Optician's
Letters
Contact
patient to identify which hospital they wish to be referred to and forward
information to secretaries to undertake referral.
Palliative
Care
Produce,
monitor and update palliative care register monthly for presentation at monthly
meeting.
Invite
relevant team members to attend monthly meeting
Minute
palliative care meeting and share notes accordingly
Update
palliative care template ass appropriate
Process
black pear requests as appropriate
DNAR's
Add
diary dates for DNARs
Undertake
monthly search for DNAR's to check all in date
Prepare
up to date information in relation to any out of date DNAR's and forward to
appropriate GP/location.
Deaths
Ensure
death register is up to date
Update
electronic registration documentation in line with date of death and request
patient deduction
Liaise
with appropriate GP and medical examiner with regards to the processing of
relevant documentation.
Scan
a copy of patient death certificate to electronic records.
Update
Black Pear as appropriate.
Recall
Update
diary dates for 6-12 weeks for one off bloods
Update
3 month diary date for FBC and Ferritin
Update
diary date for regular bloods
Update
diary dates for PSA bloods
Update
diary dates for Dexa Scans
Update
diary dates for USS
Undertake
search on a monthly basis for patients on Lithium
Undertake
search for patients receiving injections in line with prostate cancer
Update
diary dates for patients on certain drugs who need regular blood tests
Tasks
Action
tasks from members of the health care team as appropriate.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Experience
Essential
- Strong IT and administrative skills, with proficiency in Microsoft Office and Excel.
- Ability to manage multiple tasks and work under pressure. Must have excellent written and verbal communication skills.
- Organised, proactive, and able to work both independently and as part of a team.
- Understanding of NHS policies, confidentiality, and safeguarding requirements.
Desirable
- Previous experience working in a GP practice.
- Experience using clinical systems (SystmOne).
- Experience with MARAC and all safeguarding matters.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Experience
Essential
- Strong IT and administrative skills, with proficiency in Microsoft Office and Excel.
- Ability to manage multiple tasks and work under pressure. Must have excellent written and verbal communication skills.
- Organised, proactive, and able to work both independently and as part of a team.
- Understanding of NHS policies, confidentiality, and safeguarding requirements.
Desirable
- Previous experience working in a GP practice.
- Experience using clinical systems (SystmOne).
- Experience with MARAC and all safeguarding matters.
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.