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.

As one of the first points of contact for patients, you will play an important role in creating a welcoming environment, managing appointments, supporting clinical colleagues, and ensuring the smooth day-to-day running of the practice.

You will work closely with patients, healthcare professionals, and external organisations while maintaining high standards of confidentiality, accuracy, and customer service.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment, has strong communication skills, and is passionate about delivering outstanding patient care.

• 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, including SARs, 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.

• 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.

Please note that the duties and responsibilities outlined in this job description are not exhaustive.

The post holder may be required to undertake other reasonable duties and responsibilities appropriate to the role, in line with the needs of the practice and commensurate with their skills and experience.