Job summary
Are you highly organised, detail-oriented, and passionate about making a difference in patient care? We have an exciting opportunity for aPractice Administratorto join our friendly and supportive GP practice team.
This is a key role at the heart of our practice, where youll help ensure everything runs smoothly behind the scenes so our clinicians can focus on what matters mostdelivering excellent care to our patients. From managing important correspondence and coordinating referrals to supporting safeguarding processes and maintaining accurate records, youll play a vital part in keeping our patients safe and our services efficient.
In return, we offer a welcoming team environment, opportunities for training and development, and the chance to be part of a practice that truly values its staff and the community it serves. If youre looking for a role where your organisational skills and commitment to quality can make a real impact, wed love to hear from you!
Main duties of the job
As a Practice Administrator, youll play a key role in keeping our practice running smoothly and supporting the delivery of excellent patient care. Your day will be varied and rewarding, including:
- Managing and processing important correspondence and patient information.
- Coordinating referrals and ensuring timely communication with hospitals and other providers.
- Preparing and formatting letters, reports, and meeting notes to a high standard.
- Handling sensitive safeguarding information with discretion and accuracy.
- Supporting the practice team with administrative tasks and patient queries.
Youll be part of a friendly, supportive team where your organisational skills and attention to detail will make a real difference to patients and colleagues.
About us
The Coventry and Rugby GP Alliance was
established in 2015 as a private company limited by shares. The Alliance
is wholly owned by Coventry and Rugby GP practices and represents 66 GP
Practice shareholders covering approximately 440,000 patients.
We
recognise that general practice is the heart of the health and social care
system and is critical to have thriving, sustainable general practices that
meet local peoples health needs and improving
We
describe our work in terms of Supporting, Innovating, Developing and Educating
- we are on the S.I.D.E. of general practice and we have developed our
Operational Plan for 2019/20 to describe what we are going to do over this year
to ensure that we continue to high quality, accessible and responsive services
for both practices and patients.
We
have identified key areas that we will focus on to build upon and improve our
existing services. These are our
Strategic Priorities:
- Clinical Service Improvement & Delivery
- Clinical Innovation
- Primary Care Development Practice and Network Support
- Training and Education
- Integrated Care
- Good Governance
Job description
Job responsibilities
Key Responsibilities
- Provide high-quality administrative support to ensure the smooth day-to-day running of the practice and the delivery of safe, effective patient care.
- Manage and process incoming and outgoing correspondence, including clinical letters, safeguarding communications, and multi-agency information requests, ensuring accuracy and confidentiality at all times.
- Coordinate and track patient referrals through electronic systems (e.g., e-RS), liaising with hospitals and other providers to ensure timely care.
- Prepare and format clinical and administrative documents, including letters, reports, and meeting minutes, to a professional standard.
- Maintain accurate and up-to-date patient records, ensuring correct coding and compliance with data protection and information governance requirements.
- Support safeguarding processes by handling sensitive information appropriately, preparing documentation for case conferences, and ensuring actions are recorded and completed.
- Assist with the organisation of meetings, including preparing agendas, circulating papers, and recording accurate minutes.
- Respond to patient and external enquiries in a courteous and professional manner, whether by phone, email, or in person, ensuring issues are resolved or escalated appropriately.
- Contribute to the management of document workflows, including scanning, coding, and allocating clinical correspondence within agreed timescales.
- Support the practice team with administrative tasks such as appointment scheduling, prescription queries, and data quality checks.
- Participate in audits, quality improvement initiatives, and compliance activities to support CQC and contractual requirements.
- Maintain confidentiality and adhere to all practice policies, including safeguarding, information governance, and health and safety.
- Work collaboratively with colleagues to provide cross-cover during absences and contribute to a positive, team-focused culture.
Key Skills and Attributes
- Excellent organisational and time-management skills, with the ability to prioritise and work under pressure.
- Strong attention to detail and accuracy in all aspects of work.
- Effective communication skills, both written and verbal, with a professional and courteous manner.
- Ability to handle sensitive and confidential information with discretion.
- Competent IT skills, including Microsoft Office and clinical systems (training provided).
- A flexible, team-oriented approach with a commitment to delivering high-quality patient care.
Job description
Job responsibilities
Key Responsibilities
- Provide high-quality administrative support to ensure the smooth day-to-day running of the practice and the delivery of safe, effective patient care.
- Manage and process incoming and outgoing correspondence, including clinical letters, safeguarding communications, and multi-agency information requests, ensuring accuracy and confidentiality at all times.
- Coordinate and track patient referrals through electronic systems (e.g., e-RS), liaising with hospitals and other providers to ensure timely care.
- Prepare and format clinical and administrative documents, including letters, reports, and meeting minutes, to a professional standard.
- Maintain accurate and up-to-date patient records, ensuring correct coding and compliance with data protection and information governance requirements.
- Support safeguarding processes by handling sensitive information appropriately, preparing documentation for case conferences, and ensuring actions are recorded and completed.
- Assist with the organisation of meetings, including preparing agendas, circulating papers, and recording accurate minutes.
- Respond to patient and external enquiries in a courteous and professional manner, whether by phone, email, or in person, ensuring issues are resolved or escalated appropriately.
- Contribute to the management of document workflows, including scanning, coding, and allocating clinical correspondence within agreed timescales.
- Support the practice team with administrative tasks such as appointment scheduling, prescription queries, and data quality checks.
- Participate in audits, quality improvement initiatives, and compliance activities to support CQC and contractual requirements.
- Maintain confidentiality and adhere to all practice policies, including safeguarding, information governance, and health and safety.
- Work collaboratively with colleagues to provide cross-cover during absences and contribute to a positive, team-focused culture.
Key Skills and Attributes
- Excellent organisational and time-management skills, with the ability to prioritise and work under pressure.
- Strong attention to detail and accuracy in all aspects of work.
- Effective communication skills, both written and verbal, with a professional and courteous manner.
- Ability to handle sensitive and confidential information with discretion.
- Competent IT skills, including Microsoft Office and clinical systems (training provided).
- A flexible, team-oriented approach with a commitment to delivering high-quality patient care.
Person Specification
Qualities and Attributes
Essential
- Willing to learn and self-motivated to learn and develop with the business.
- High contributor working with others and part of a team.
- Personable and Approachable.
- Uses own initiative.
- Self-Motivated and able to work with minimal direction.
- Ability to follow instructions to the detail.
- Ability to work effectively under pressure.
- Sensitive and empathetic.
- Hardworking and Reliable.
- Team player with a positive attitude.
- Committed to confidentiality and patient-centred care.
Experience
Essential
- Experience working with the public.
- Previous administrative experience in a busy environment.
Desirable
- Experience working in a healthcare setting.
- Experience of working in Primary Care.
- Experience in safeguarding processes, or secretarial work.
Skills and Knowledge
Essential
- Strong IT Skills including the ability to write and complete reporting.
- Exceptional attention to detail.
- Understanding of how to work effectively in a fast-paced environment.
- Prioritisation and Planning.
- Excellent communications skills across all forms of media to include:
- -Telephone
- -Email
- -In person
Desirable
- EMIS user.
- Knowledge of NHS systems (EMIS, Docman), safeguarding principles, and referral pathways.
Qualifications
Essential
- Good general education (GCSE or equivalent including English).
Desirable
- Business Administration qualification or equivalent.
- Safeguarding training (or willingness to complete).
Other Requirements
Essential
- Ability to work flexibly including weekends/ evenings if necessary.
- Willingness to undertake assessment and complete further training or qualifications.
- Ability and willingness to work flexibly across multiple sites.
Desirable
- Full UK Driving license and own transport.
Person Specification
Qualities and Attributes
Essential
- Willing to learn and self-motivated to learn and develop with the business.
- High contributor working with others and part of a team.
- Personable and Approachable.
- Uses own initiative.
- Self-Motivated and able to work with minimal direction.
- Ability to follow instructions to the detail.
- Ability to work effectively under pressure.
- Sensitive and empathetic.
- Hardworking and Reliable.
- Team player with a positive attitude.
- Committed to confidentiality and patient-centred care.
Experience
Essential
- Experience working with the public.
- Previous administrative experience in a busy environment.
Desirable
- Experience working in a healthcare setting.
- Experience of working in Primary Care.
- Experience in safeguarding processes, or secretarial work.
Skills and Knowledge
Essential
- Strong IT Skills including the ability to write and complete reporting.
- Exceptional attention to detail.
- Understanding of how to work effectively in a fast-paced environment.
- Prioritisation and Planning.
- Excellent communications skills across all forms of media to include:
- -Telephone
- -Email
- -In person
Desirable
- EMIS user.
- Knowledge of NHS systems (EMIS, Docman), safeguarding principles, and referral pathways.
Qualifications
Essential
- Good general education (GCSE or equivalent including English).
Desirable
- Business Administration qualification or equivalent.
- Safeguarding training (or willingness to complete).
Other Requirements
Essential
- Ability to work flexibly including weekends/ evenings if necessary.
- Willingness to undertake assessment and complete further training or qualifications.
- Ability and willingness to work flexibly across multiple sites.
Desirable
- Full UK Driving license and own transport.
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.
