Primary Care Administrator (EMIS Specialist and Reception)

Job description

Job responsibilities

Primary Care Administrator (EMIS Specialist & Reception)

Job Summary

We are seeking a pro-active and very experienced EMIS Web user to join our team as a Primary Care Administrator with integrated reception responsibilities. This is a key role within the practice, supporting the clinical and administration team and ensuring the smooth flow of patient services, data management, and referral processes. The ideal candidate will have significant experience working in NHS primary care and advanced skills using EMIS Web, the NHS E-Referrals Service (ERS), QOF / clinical searches and reception experience. You will play a vital role in ensuring the smooth operation of accurate data handling and support for both the clinical team and management.

Main Duties of the Job

Deliver a professional and empathetic service. Process referrals using the NHS e-Referral Service (ERS). Support the management of chronic disease recall systems. Run and interpret clinical searches to support QOF, audits, and reviews. Provide reception cover and support the wider administrative team as needed. Manage appointments, cancellations, registrations, prescription requests, and general queries via EMIS. Ensure data accuracy and contribute to data quality initiatives. Liaise with GPs, nurses, and external services to support patient care. Handle registrations, deductions, and patient enquiries efficiently.

Full Job Description

Job Title Reception & EMIS Specialist / Primary Care Administrator

Reports to Practice Manager

Accountable toGP Partners

Job Purpose

This role is to support the administrative and clinical teams. The postholder will provide high-quality administrative assistance and patient-facing services while ensuring the integrity of patient data and the smooth operation of the practice's clinical systems. A strong working knowledge of EMIS Web, the e-Referral Service (ERS), and QOF-related activity is essential.

Key Responsibilities

• EMIS Web & Clinical Data Support
• Ensure accurate and consistent data entry on EMIS Web.
• Update patient records in line with clinical and administrative guidance.
• Run and manage clinical searches and audits (QOF, recalls, etc.).
• Use EMIS protocols/templates to support clinicians and care pathways.
• Validate and correct coding for long-term condition registers.
• Reception Duties (supporting ad hoc)
• Greet patients and visitors in a professional, courteous manner.
• Manage incoming calls, appointment bookings, cancellations, and queries.
• Register new patients, process changes, and manage deductions.
• Maintain confidentiality and uphold excellent customer service standards.
• Monitor appointment demand and escalate issues where appropriate.
• Referrals and Administrative Support
• Process referrals using NHS e-Referral Service (ERS) according to protocol.
• Track and follow up referrals to ensure completion and continuity of care.
• Support administration of screening invites and chronic disease reviews.
• Participate in data quality initiatives and contribute to system improvement.
• Team Collaboration
• Communicate effectively with colleagues across clinical and admin teams.
• Attend team meetings and participate in training as required.
• Provide flexible cover during periods of staff absence or increased demand.
• Uphold health and safety, safeguarding, and data protection policies.

Essential

NHS primary care experience

Proficient in EMIS Web

Experience with NHS e-Referral Service (ERS)

Working knowledge of QOF and clinical searches

Excellent communication and customer service skills

High attention to detail and data accuracy

Ability to multitask and work under pressure

Familiarity with GDPR and NHS data protection standards

Desirable

Knowledge of medical terminology and coding

Experience managing patient recalls and registers

All staff must maintain confidentiality and comply with practice policies at all times.

Regular training and appraisal will support professional development.

How to Apply

Apply via NHS Jobs with your CV and supporting statement, outlining how you meet the essential and desirable criteria.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Competent and confident when liaising with patients or clinicians, including in challenging or emotionally sensitive situations.
• Willingness to support quality improvement and contribute to service development initiatives.

Desirable

• Familiar with AccuRx and document workflow tools.
• Experience in a busy reception setting.

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 Shrubberies Medical Centre

Address

12 The Shrubberies

George Lane

South Woodford

E18 1BD

Employer's website

https://www.theshrubberiesmedicalcentre.co.uk/ (Opens in a new tab)