Administrator​/Secretary

We are seeking a motivated and organised Administrator to provide comprehensive secretarial and administrative support to the practice team. The role involves undertaking a wide range of administrative duties to ensure the smooth and efficient running of the practice. This includes processing electronic and hard-copy information accurately and in a timely manner, liaising with internal team members and external organisations such as secondary care and community services, and working in line with practice policies and procedures.

The post holder will also be responsible for using clinical systems, including the Electronic Referral Service (eRS), to support high-quality patient care. Successful applicants will be invited to a face to face interview which is planned for 5th or 6th February 2026.

The post holder will provide comprehensive administrative and secretarial support to the practice team. Key duties include processing clinical correspondence, referrals, and medical documentation; scanning, coding, and summarising patient records; maintaining accurate electronic patient records; and managing requests for information such as SARs, insurance reports, and DVLA forms. The role also involves liaising with internal staff and external agencies, supporting clinicians with administrative tasks, assisting reception when required, and ensuring compliance with practice policies, procedures, and information governance standards.

The administrator will contribute to the safe and efficient running of the practice, including supporting audits, meetings, and day-to-day operational tasks.

We are a friendly, well-established GP practice committed to providing high-quality, patient-centred care to our local community. Our multidisciplinary team works collaboratively in a supportive and respectful environment, where teamwork, professionalism, and continuous improvement are highly valued. We take pride in maintaining efficient systems and strong communication to support both our patients and staff, and we actively encourage learning, development, and staff wellbeing.

As a practice, we strive to deliver safe, effective services while adapting to the evolving needs of primary care.

The Administrator is responsible for providing comprehensive secretarial and administrative support to the practice team. The role involves undertaking a wide range of administrative duties to support the efficient running of the practice, including the accurate and timely processing of information in both electronic and hard-copy formats. The post holder will liaise with internal practice staff and external organisations such as secondary care and community service providers, working in line with practice policies, procedures, and national requirements, including the use of the Electronic Referral Service (eRS).

The following duties represent the core responsibilities of the role. The post holder may be required to undertake additional tasks depending on workload and staffing levels.

• Maintain a thorough knowledge of practice procedures
• Work in accordance with written standard operating procedures (SOPs) and protocols
• Use the practice clinical system (Systmone) and national systems, including eRS
• Scan, download, and process documents accurately and efficiently
• Manage document workflows, including coding and actions as per protocols
• Process referrals, referral letters, and associated documentation
• Process clinical correspondence in line with agreed procedures
• Input data into patient healthcare records where required
• Summarise patient medical records
• Process medical letters and forms for patients and third parties, including invoicing
• Manage requests for information including SARs, insurance reports, solicitors letters, and DVLA forms
• Process requests for copy medical records and associated invoices
• Carry out system searches as requested
• Manage and respond to administrative queries
• Photocopy and prepare documentation as required

• Apply and adhere to practice policies, standards, and guidelines
• Support clinicians and clinical staff with general administrative tasks
• Participate in audits as directed by the audit lead
• Produce meeting agendas and accurately record meeting minutes when required

• Provide reception cover during staff absences when required
• Book patient appointments
• Complete opening and closing procedures in line with the duty rota

• Ensure building security procedures are followed at all times
• Remain vigilant and report any concerns regarding patients, visitors, or security
• Fulfil fire warden duties as required
• Maintain a clean, tidy, and effective working environment

• Undertake reasonable ad hoc or ongoing tasks, duties, and projects as agreed with the management team

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or…