Practice Support Administrator

PLEASE NOTE THIS ROLE IS FULLY ONSITE AND DOES NOT ATTRACT A SPONSORSHIP LICENCE

• Interview location:
  On site, face to face

This role will broadly work across practice support areas which will include workflow, reception and medical secretaries to provide a positive and friendly professional image and patient experience.

The main duties are detailed in the job description, including but not limited to:

• Administration
• Medical Secretary duties

Leeds Student Medical Practice's mission is to provide high-quality, accessible, and student-focused healthcare in a supportive and inclusive environment. We are committed to the well‑being of our patients and colleagues, ensuring a culture of care, respect, and continuous improvement.

• Acknowledging new patient records
• Register new patient records
• To sort and date stamp all incoming patient related mail
• To scan documents onto the clinical systems
• To manage medical requests and respond accordingly
• Ensure correspondence is appropriately actioned when the clinician is not required to view it
• Be able to locate documents as need by the clinical and non‑clinical user
• Carry out other administration related tasks as delegated by supervisor/manager

Patient Administration

• Acknowledging new patient records
• Register new patient records
• To sort and date stamp all incoming patient related mail
• To scan documents onto the clinical systems
• To manage medical requests and respond accordingly
• Ensure correspondence is appropriately actioned when the clinician is not required to view it
• Be able to locate documents as need by the clinical and non‑clinical user
• Carry out other administration related tasks as delegated by supervisor/manager

Reception Duties

• Greeting and booking in patients for surgeries and clinics
• Dealing with patient enquiries efficiently and courteously
• Signposting patients to the correct service
• Initiating contact with and responding to requests from patients, team members, and external agencies
• Input data into patient's healthcare records as necessary
• Direct requests for information i.e., SARs, insurance and DVLA forms to the relevant team
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Always maintain a clean tidy effective working area
• Support all clinical team's general tasks as requested
• To ensure that all visitors and telephone callers to the practice are greeted professionally
• To ensure all telephone calls are managed appropriately
• To ensure all e‑requests are dealt with
• To manage the flow of patients arriving at the reception desk for appoints, prescriptions, or queries
• To administer the e‑consultation process

Administration Duties

• Ensuring specimens are ready for the daily courier driver
• To work in accordance with written protocols
• Scanning of documents onto the EMIS system
• Opening and distribution of practice post and ensuring outgoing post is documented in the post book
• Changing details on EMIS as required

Medical Secretary Duties

• To provide administrative support including typing referral letters, and arranging appointments with secondary care and follow up arrangements as required e.g., choose and book
• Dealing with patient notes, tasks, and screen messages from colleagues
• Dealing with all patients and their relatives/carers and external agencies in a caring and professional manner
• General secretarial duties
• Dealing with telephone enquiries to and from but not limited to the follow: patients, secretaries, and colleagues at hospitals and outside agencies
• Undertaking routine clinical administration duties and other tasks relevant to

• Clear polite telephone manner (E)
• Be computer literate and operate commonly used IT packages (E)
• Able to work as part of a team (E)
• Good interpersonal skills (E)
• Polite and confident (E)
• Flexible and cooperative (E)
• Sensitive and empathetic in distressing situations (E)
• Ability to work under pressure (E)

• Education to GCSE level or equivalent experience (E)
• Administration Qualification (D)

• Previous experience of administration in the health sector or be able to demonstrate transferable skills from other sectors (E)
• Good clear and confident communicator (E)
• Good standard of literacy (E)
• Ability to work under pressure and prioritise own workload (E)
• Experience working with the public (E)
• Experience of EMIS (D)

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.