Administrator, Healthcare Administration, Administrative​/Clerical

Leckhampton Surgery is seeking an organised, proactive, and experienced full time GP Administrator to join our friendlyadministrative team. You will play a key role in supporting the smooth runningof the practice by delivering high quality administrative and clerical supportto clinicians and nonclinical staff.

If you are a team player with excellent attention to detailand a passion for supporting the delivery of patient care, we would love tohear from you.

We are seeking an organised and proactive individual to join our busy practice team, providing essential administrative and clinical support to ensure the smooth day today running of the service. You will work closely with clinicians and colleagues, contributing to efficient patient care through accurate and timely administrative work.

In this role, you will be responsible for processing clinical data, coding patient records in Systm One, and managing a range of incoming and outgoing clinical correspondence. This includes scanning, indexing, and maintaining documentation, as well as handling patient registrations and ensuring all records are kept up to date. You will also manage referrals through the NHS eRS system, including two week wait and routine referrals, and support coding of clinic letters, discharge summaries, and results.

The position involves regular communication with patients, clinicians, and external healthcare providers, so strong communication skills and a professional approach are essential. You will also support general administrative duties across the practice and be expected to adapt to changing priorities in a fast paced environment. Experience using Systm One is desirable, although full training can be provided.

This is a rewarding role within a friendly and supportive team and is well suited to someone who takes pride in delivering high quality administrative work in a healthcare setting.

Leckhampton Surgery is well regarded locally. We have a culture of learning and mutual support, valuing the opinions of all members of our practice team. We prioritise staff well-being at all times and as a result have a very low turnover and enjoy a lovely working atmosphere in the building.

The post holder is responsible for delivering a wide range of administrative and clerical duties to support the multidisciplinary team within the practice. This includes processing clinical data, managing patient records, handling communications and correspondence, supporting referral pathways, and undertaking general administrative tasks. The role requires accuracy, confidentiality, excellent communication skills, and the ability to work flexibly within a busy primary care environment.

Main Duties and Responsibilities

Clinical Data & Patient Record Management

• Process clinical data including discharge summaries, out-of-hours (OOH) notifications, and other clinical documentation.
• Complete death protocols and ensure accurate and timely updates to patient records.
• Code and enter clinical information in line with practice protocols and coding standards.
• Utilise AI systems (e.g., Anima) to support read-coding of patient records, triaging incoming clinic correspondence, and streamlining workflow processing
• Scan, upload, and attach patient-related documentation to electronic records.
• Manage patient registrations, deductions, demographic amendments, and Out of Area (OOA) submissions.
• Run system searches and generate reports to support clinical and administrative teams, audits, and performance monitoring.
• Respond promptly and professionally to telephone calls, emails, and written enquiries.
• Communicate with patients via text messaging services and email as appropriate.
• Type letters, reports, templates, and other clinical or administrative documents.
• Liaise effectively with secondary care, community services, and external agencies to support smooth patient care pathways.

Referrals, Private Work & Information Requests

• Process referrals using the Electronic Referral System (ERS) in accordance with practice and NHS guidelines.
• Maintain accurate and up-to-date referral logs and tracking systems.
• Handle Subject Access Requests…