Administrator, Healthcare Administration, Administrative​/Clerical

We are looking for a skilled administration with Primary or Secondary care experience in the UK. The post holder will help support the wider administrative team with key admin duties within a busy GP Practice. Duties and responsibilities may be varied from time to time under the direction of the Team Leader, dependent on current and evolving Practice workload and staffing levels.

Administration work is not limited, registering new patients, summarising medical records, and ensuring data accuracy and GDPR compliance, Communicating with hospitals, pharmacies, ambulance services, and other community healthcare providers, Processing, scanning, and work-flowing clinical correspondence using systems like Anima or Systm 1 workflow.

Main Duties

Clinical Summarising

Summarise patient medical records accurately, including correspondence.

Read-code information correctly on the clinical system.

Support and train other staff in summarising processes.

Private Work & iGPR

Manage all private work via iGPR, ensuring GDPR-compliant consent.

Process reports, liaise with GPs, patients, insurers, and external bodies.

Arrange appointments where required, scan and code documents, raise invoices, and track payments.

Set up new GPs on the iGPR system.

Records Management

Process incoming and outgoing medical records, including registrations, deductions, RIPs, and Lloyd George notes.

Liaise with PCSE, Child Health Bureau

Ensure accurate scanning, filing, and reconciliation of paper and electronic records.

SARs & Legal Requests

Handle straightforward SAR and LPA requests in line with Practice policy, escalating complex cases as required.

Administrative & Secretarial Support

Provide medical secretarial support, including referrals (e-RS), correspondence, and patient communications.

Manage Systm One Links and Tasks, including deductions.

Operate and maintain the franking machine and process post.

Administer petty cash in the absence of the Senior Administrator.

General Duties

Undertake additional administrative tasks and training as required.

Be flexible and support cover for colleagues during leave or sickness

Abington Park Surgery is situated close to Abington Park and has a patient register of 13,000 patients. It is a busy practice with 5 x GP Partners, 1 Salaried GP's and is a training hub for Registrars and Medical Students.

We have a strong nursing, reception and admin team and you will be joining an excellent team of staff who all support each other to ensure our patients receive appropriate care.

We form part of Christchurch Medical Centre and share the building with King Edward Road Surgery.

Job Summary:

The post holder will ensure administrative and clerical duties within the Practice are carried out within the Practice's guidelines and policies. They will provide administrative support and services to all members of the Practice team and ensure the day-to-day activities of the Practice are carried out accordingly.

Duties and Responsibilities:

Duties and responsibilities may be varied from time to time under the direction of the Team Leader, dependent on current and evolving Practice workload and staffing levels:

Clinical Administration

• Process new patient registrations promptly
• Process deducted patient requests promptly
• Deal with Systm One Link Screen queries for registrations and deductions
• Deal with FP69 actions on a monthly basis
• Deal with medical records received on a weekly basis from Primary Care Support England
• Action daily Systm One OOH and Non Systm One OOH electronic notifications
• Process change of name, address and telephone notifications
• Register and deduct temporary resident patients promptly
• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise patients needs for alternative methods of communication and respond accordingly

Other Duties

• Apply Practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in an audit where appropriate
• To undertake other duties commensurate with this post as and when requested

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 Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and…