Centralised Practice Administrator

Job Summary

This is a highly versatile, multi‑skilled administrative role designed to provide comprehensive support across all areas of general practice administration. The post holder will undertake the full range of duties normally carried out by centralised practice/workflow administrators, receptionists, medical secretaries, prescription clerks and medical records summarisers, working flexibly across multiple sites to cover staff absence, vacancies and increased workload.

• Process all incoming correspondence (paper, electronic, email) accurately and within agreed timescales.
• Scan, upload, attach and code documents to patient records using clinical systems such as Systm
  
  ED).
• Identify urgency, risk and safeguarding concerns and escalates appropriately.
• Allocate and action tasks arising from correspondence, including arranging appointments or forwarding to clinicians.
• Process 111 reports, out‑of‑hours messages, ambulance reports, safeguarding alerts and overnight notifications; monitor workflow queues and support achievement of KPIs.
• Summarise incoming medical records from previous practices or care providers, extracting, coding and entering key clinical information.
• Validate and correct historical summaries where required; support backlog reduction and data quality audits.
• Process repeat and acute prescription requests via clinical systems; act as point of contact for prescription enquiries from patients and pharmacies.
• Check medication review dates and flag concerns to clinicians or pharmacy teams; generate prescriptions accurately within turnaround targets; liaise with pharmacies regarding supply issues and urgent requests.
• Provide reception cover across all sites as required, answer telephones, manage messages and handle patient queries; book, amend and cancel appointments.
• Register new patients and update demographic details; take home visit requests and ensure correct processing; open and close sites where required.
• Manage referrals (urgent, two‑week wait, advice & guidance, ERS) and track outcomes; process medical reports, insurance forms and third‑party requests ensuring consent is in place.
• Support MDT meetings, safeguarding meetings and minute‑taking; liaise with hospitals, community services, social care and external agencies.
• Support audits, reporting and QOF‑related administrative activity; open and distribute post and manage scanning backlogs.
• Maintain accurate records and GDPR compliance; assist with audits, searches and reports as requested; respond to ad hoc administrative queries from managers and clinicians.

• Good standard of education with at least level 3 qualifications, including GCSE at English and Maths or equivalent.
• Previous experience in a similar administrative or coordination role.
• Experience in workflow, summarising or prescription clerk roles is desirable.
• Pro‑active and positive approach to change and continuous improvement.
• Ability to manage workload and work on own initiative; ability to prioritise under pressure.

Salary: £12.45 an hour per hour

Contract:

Permanent

Working pattern:
Part‑time

Nottingham City General Practice Alliance Head Office
79A Upper Parliament Street
Nottingham, NG1 6LD

Reference number: GPA‑7671202