Practice Administrator

Job Summary

We are looking for a professional, friendly, and highly organised GP Practice Administrator to join our busy and supportive primary care team. This is a vital front line role that helps ensure patients receive excellent service and access to the care they need.

General Responsibilities

• Greeting and directing patients
• Effective use of the appointment system
• Booking appointments
• Processing of information and assisting patients as required
• Act as the central point of contact for patients
• Distribution of information, messages, and enquiries for the clinical team
• Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers

Patient Services and Reception

• Provide a professional, courteous, and welcoming service to patients and visitors
• Process appointment requests received in person, by telephone, and through online systems
• Maintain and monitor the practice appointment system to ensure effective patient access
• Answer incoming telephone calls promptly and efficiently, dealing with enquiries or directing calls to the appropriate person or service
• Signpost patients to the most appropriate healthcare professional, service, or support pathway
• Respond to requests and enquiries from patients, colleagues, and external agencies in a timely and professional manner
• Manage patient queries effectively and ensure issues are resolved or escalated appropriately

Administration and Record Management

• Register new and temporary patients accurately and update patient demographic information as required
• Input and maintain accurate patient information within electronic healthcare records
• Read code and update information using the EMIS Web clinical system
• Scan, upload, and attach patient related documentation to healthcare records
• Photocopy and prepare documentation as required
• Carry out system searches and administrative tasks requested by clinicians or management
• Direct requests for information such as Subject Access Requests, insurance reports, solicitor correspondence, and DVLA forms to the appropriate administrative team

Practice Support

• Support clinical and administrative colleagues with general administrative tasks as required
• Maintain a clean, organised, and professional reception and working environment
• Monitor and update reception displays and patient notice boards
• Assist with opening and closing procedures in accordance with practice rotas
• Provide administrative cover and support during periods of staff absence
• Process incoming faxes and correspondence when required
• Assist in the management of repeat prescription processes, ensuring requests are handled accurately and efficiently
• Order and monitor stationery and office supplies to support smooth practice operations

Quality and Continuous Improvement

• Participate in audits and quality improvement activities as directed
• Contribute to maintaining efficient administrative processes and high standards of patient service
• Support the practice's commitment to continuous improvement and excellent patient care

About You

We are looking for someone who:

• Has excellent communication and interpersonal skills
• Demonstrates a caring, patient focused approach
• Is organised, reliable, and able to prioritise workloads effectively
• Works well both independently and as part of a team
• Maintains a high level of accuracy and attention to detail
• Is confident using IT systems and learning new software
• Can remain calm, professional, and approachable in a busy environment
• Understands the importance of confidentiality and data protection

Experience

• Experience working or dealing with the general public
• Experience of working in primary care
• Experience of working in a GP practice

Qualifications

• Educated to GCSE level or equivalent
• Experience of working with the general public
• Experience of administrative duties
• Excellent communication skills (written and oral)
• Experience of working in a healthcare setting and using practice systems

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.