Administrator, Healthcare Administration, Administrative​/Clerical

Were seeking a highly organised, professional, and compassionate Administrator to join our busy GP practice. From managing appointments and handling confidential records to supporting clinicians and coordinating daily operations, youll help keep the practice running smoothly and effectively.

Why join us? Because your work truly makes a difference. As part of our primary care team, youll play a key role in delivering quality healthcare to our community. We value reliability, attention to detail, and excellent communication skills, and in return we offer a supportive team environment, opportunities to develop your skills, and the chance to contribute to patient care in a meaningful way.

The role involves processing and coding scanned documents in line with practice protocols and allocating them to the appropriate clinician, while providing cross‑cover during periods of annual leave. A key responsibility is managing patient recall administration, including contacting patients to arrange health review appointments (such as for Inclisiran, Denosumab, flu, shingles, and other programmes), booking them with the correct clinician, and using the most effective communication methods to maximise uptake and fill available appointments appropriately.

Additional duties include answering the admin telephone line, coordinating closely with the wider admin team, filing Lloyd George records accurately, and undertaking other tasks as directed by the Practice Manager. The post holder is expected to work flexibly as part of the team to support the smooth and efficient running of the practice.

Youll be joining a friendly, supportive, and highly dedicated primary care team made up of GPs, nurses, healthcare assistants, and experienced administrative staff who work closely together to deliver high‑quality patient care. We pride ourselves on maintaining a welcoming and respectful atmosphere where every team members contribution is valued and recognised.

Job Description

Job Title: Administrator

Reports To: Finance / Operations Manager

Hours: 25 hours per week (Mon Fri), Permanent

Job Summary:

To undertake a wide variety of administration to ensure patients are booked in for their reviews and to support administration services across the practice.

Duties & Responsibilities
:

Scanning

To process scanning by following a set protocol and allocate to the relevant clinician for action and provide cross cover at times of annual leave.

Recall administration

To contact patients and arrange a health review appointment following a set protocol for areas such as:

• Follow flow chart for housebound / vulnerable patients
• Any other recalls that need to be actioned as instructed
• To book the patient into the correct appointment with the appropriate clinician
• To contact patients by telephone or by SMS message to arrange their appointment or use the rota booking system for patients to book in appropriately
• To use the best contact method to get the patient booked into their appointment
• To review what appointments are available to book into and fill all appropriate slots working in line with other admin staff, being aware of what recalls that they need to book into too
• To answer the admin telephone line liaising with the admin team and be aware of staff annual leave
• To book patients in for appointments such as Flu season, Shingles and any other programmes that arise during the year

Other Admin Duties:

• Flexibility to cover annual leave if needed within the admin team
• To file Lloyd George medical records in the correct order
• To undertake other admin duties as instructed by the Practice Manager

Working Relationships:

To work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.

Generic Responsibilities

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 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…