Job summary
North West Surrey Integrated Care Services (NICS) Ltd are looking for a well-organised, motivated candidate to join our friendly team.
1 year fixed term maternity cover working 30 hours per week, working 0900-1500 Monday to Friday office based. There may be some out of hours to cover shifts evenings/weekends.
The UTC Senior Administrator provides high-level administrative and operational support to ensure the smooth running of the Urgent Treatment Centre (UTC). This role is responsible for coordinating day-to-day administrative functions, supporting clinical and management teams, and maintaining accurate patient and service records. The post holder plays a key role in preparing reports, managing correspondence, and ensuring that data and documentation are handled efficiently and confidentially. They will act as a central point of contact for staff, patients, and external partners, supporting effective communication across the service. The role also involves assisting with workforce planning, rota management, and performance monitoring to help deliver a safe, high-quality, and responsive patient service. A proactive, organised, and compassionate approach is essential, along with the ability to manage multiple priorities in a fast-paced healthcare environment.
Main duties of the job
- Provide day-to-day leadership and oversight to the reception team.
- Record patients details, summary of symptoms and priority of visit, i.e. routine, urgent or emergency.
- Book patients into the NICS patient system
- Support with training and provide updates to the Reception Team.
- Attend UTC operational meetings and provide operational updates.
- Support and implement new processes and procedures cascaded from the Senior Management Team ensuring the Reception team are aware and confident in all aspects.
- Report any service failures to the Operations Managers
- Report and investigate any relevant UTC incidents on Radar and process accordingly.
- Support the NICS senior Management team with any administrative tasks and other clerical work.
About us
North West Surrey Integrated Care services (NICS) is a GP federation in North West Surrey consisting of 37 practices who work together to improve access to primary care patients in the local area.
Our Mission
is to support our practices and patients by being a leading provider of innovative, responsive and high-quality GP led primary care services in North West Surrey, delivering equitable access to primary care services and improving the healthcare of our population.
Our Vision
is to support our practices and their patients by providing high quality, responsive and compassionate health care services. We do this by working collaboratively with our practices and other health providers across Surrey.
Our Values
- Commitment to quality of care
- Working together for our patients
- Everyone counts
- Improving Lives
We offer a number of benefits as an organisation to enhance staff experience and well-being:
- NHS pension scheme
- Employee discount via the NHS Blue Light card
- Health & wellbeing programme
Job description
Job responsibilities
Job Summary:
To ensure senior administrative duties for North West Surrey Integrated Care Services (NICS)
Ltd are carried out within the Federations guidelines and policies. This role is to support and
co-ordinate the operational running of the Urgent Treatment Centre.
Operationally you will report to both Head of Operations.
Key responsibilities:
- Provide day-to-day leadership and oversight to the reception team. Record patients details, summary of symptoms and priority of visit, i.e. routine, urgent
or emergency.
- Book patients into the NICS patient system
- Support with training and provide updates to the Reception Team.
- Attend UTC operational meetings and provide operational updates.
- Support and implement new processes and procedures cascaded from the Senior
Management Team ensuring the Reception team are aware and confident in all
aspects.
- Report any service failures to the Operations Managers
- Report and investigate any relevant UTC incidents on Radar and process accordingly.
- Support the NICS senior Management team with any administrative tasks and other
clerical work.
Recording and Reporting
- Ensure all incidents, complaints (verbal and written) and concerns are reported
effectively as per policy.
North West Surrey Integrated Care Services (NICS) Ltd
September 2025
Page 1 of 6
www.nicsfed.co.uk
- Keep clear and factual records as per policy
- Report any suspected or actual data breaches to the service manager.
Learning and Development
- Ensure own training is up to date and identify learning opportunities via the supervision
and appraisal process.
Policies and Procedures
- Follow all relevant policies and procedures at all times.
Project Work
- To lead and participate in appropriate projects as required.
Equality, Inclusion and Diversity
- Promotion and awareness of Equality and Diversity best practice to all employees
- Assist with the annual well- being reporting process and action plan development
Other:
- Participate in Enhanced Access meetings and face to face training sessions and
workshops as appropriate
- Demonstrate a commitment to own personal CPD.
- Undertake any other duties as directed which are consistent with the role being
undertaken.
Please note that these duties are not exhaustive. They are subject to on-going review in
conjunction with the post holder and the changing needs of business.
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
North West Surrey Integrated Care Services (NICS) Ltd
September 2025
Page 2 of 6
www.nicsfed.co.uk
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, Federation
staff and other healthcare workers. They may also have access to information relating
to the federation 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 federation may only be divulged to authorised persons in accordance
with federation policies and procedures relating to 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, to 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.
- Reporting potential risks identified.
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 recognises the importance of peoples rights, interpreting them in a
way that is consistent with Federation procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner, which is welcoming to and of the individual, is non-judgemental
and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the federation as
part of this employment, such training to include:
North West Surrey Integrated Care Services (NICS) Ltd
September 2025
Page 3 of 6
www.nicsfed.co.uk
- Participation in an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development; and
- 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 Federation 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 recognise the importance of effective communication within the team
and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond
accordingly.
Job description
Job responsibilities
Job Summary:
To ensure senior administrative duties for North West Surrey Integrated Care Services (NICS)
Ltd are carried out within the Federations guidelines and policies. This role is to support and
co-ordinate the operational running of the Urgent Treatment Centre.
Operationally you will report to both Head of Operations.
Key responsibilities:
- Provide day-to-day leadership and oversight to the reception team. Record patients details, summary of symptoms and priority of visit, i.e. routine, urgent
or emergency.
- Book patients into the NICS patient system
- Support with training and provide updates to the Reception Team.
- Attend UTC operational meetings and provide operational updates.
- Support and implement new processes and procedures cascaded from the Senior
Management Team ensuring the Reception team are aware and confident in all
aspects.
- Report any service failures to the Operations Managers
- Report and investigate any relevant UTC incidents on Radar and process accordingly.
- Support the NICS senior Management team with any administrative tasks and other
clerical work.
Recording and Reporting
- Ensure all incidents, complaints (verbal and written) and concerns are reported
effectively as per policy.
North West Surrey Integrated Care Services (NICS) Ltd
September 2025
Page 1 of 6
www.nicsfed.co.uk
- Keep clear and factual records as per policy
- Report any suspected or actual data breaches to the service manager.
Learning and Development
- Ensure own training is up to date and identify learning opportunities via the supervision
and appraisal process.
Policies and Procedures
- Follow all relevant policies and procedures at all times.
Project Work
- To lead and participate in appropriate projects as required.
Equality, Inclusion and Diversity
- Promotion and awareness of Equality and Diversity best practice to all employees
- Assist with the annual well- being reporting process and action plan development
Other:
- Participate in Enhanced Access meetings and face to face training sessions and
workshops as appropriate
- Demonstrate a commitment to own personal CPD.
- Undertake any other duties as directed which are consistent with the role being
undertaken.
Please note that these duties are not exhaustive. They are subject to on-going review in
conjunction with the post holder and the changing needs of business.
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
North West Surrey Integrated Care Services (NICS) Ltd
September 2025
Page 2 of 6
www.nicsfed.co.uk
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, Federation
staff and other healthcare workers. They may also have access to information relating
to the federation 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 federation may only be divulged to authorised persons in accordance
with federation policies and procedures relating to 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, to 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.
- Reporting potential risks identified.
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 recognises the importance of peoples rights, interpreting them in a
way that is consistent with Federation procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner, which is welcoming to and of the individual, is non-judgemental
and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the federation as
part of this employment, such training to include:
North West Surrey Integrated Care Services (NICS) Ltd
September 2025
Page 3 of 6
www.nicsfed.co.uk
- Participation in an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development; and
- 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 Federation 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 recognise the importance of effective communication within the team
and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond
accordingly.
Person Specification
Other requirements
Essential
- Flexibility to meet service/rota needs including annual leave and sickness cover
- Treat patients, visitors, colleagues with respect
Attitude, behaviour and values
Essential
- Customer service focus
- Willing and able to take personal responsibility
- Demonstrates passion for excellence
- Takes pride in their work and their team
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Respects, values and cares for others
- Demonstrates compassion and empathy
- Non-Judgemental
- Supports and promotes equality and diversity
- Resilient
- Flexible
Qualifications
Essential
- Experience as Administrator
- Good written and oral English skills
- Proficient in Word Excel PowerPoint and can navigate I.T systems-
Desirable
- Previous experience in a leadership role or Senior Administrator
- Knowledge of clinical systems: Cerner/Millenium, Qlikview
- Commitment to equal opportunities
- Able to use initiative
Experience
Essential
- Experience as Administrator
- Good written and oral English skills
- Proficient in word, excel and can navigate I.T systems
- Excellent interpersonal, negotiating and persuasive skills
- Proven ability to communicate effectively and sensitively with a wide range of people of all levels
- Excellent time management skills
- Able to work under pressure
- Able to manage and prioritise conflicting demands
- Able to deal with confidential, stressful and difficult situations
Desirable
- Previous experience in a leadership role or Senior Administrator
Person Specification
Other requirements
Essential
- Flexibility to meet service/rota needs including annual leave and sickness cover
- Treat patients, visitors, colleagues with respect
Attitude, behaviour and values
Essential
- Customer service focus
- Willing and able to take personal responsibility
- Demonstrates passion for excellence
- Takes pride in their work and their team
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Respects, values and cares for others
- Demonstrates compassion and empathy
- Non-Judgemental
- Supports and promotes equality and diversity
- Resilient
- Flexible
Qualifications
Essential
- Experience as Administrator
- Good written and oral English skills
- Proficient in Word Excel PowerPoint and can navigate I.T systems-
Desirable
- Previous experience in a leadership role or Senior Administrator
- Knowledge of clinical systems: Cerner/Millenium, Qlikview
- Commitment to equal opportunities
- Able to use initiative
Experience
Essential
- Experience as Administrator
- Good written and oral English skills
- Proficient in word, excel and can navigate I.T systems
- Excellent interpersonal, negotiating and persuasive skills
- Proven ability to communicate effectively and sensitively with a wide range of people of all levels
- Excellent time management skills
- Able to work under pressure
- Able to manage and prioritise conflicting demands
- Able to deal with confidential, stressful and difficult situations
Desirable
- Previous experience in a leadership role or Senior Administrator
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.
