Administrator,Office Administrator/ Coordinator,Administrative/Clerical Job Nottingham area,England UK,Administrative/Clerical

JOB DESCRIPTION

Administrator Multi Site Primary Care Team

Location:

Four-site GP practice in and around Keyworth

Reports to:

Administration Team Leader

Contract:

Permanent

Hours:

To be agreed

Salary: L3

Job Summary

The administrator will provide high quality, efficient administrative support across a busy, multisite GP practice. The postholder will work as part of the wider administrative team to ensure smooth patient pathways, accurate recordkeeping and timely processing of clinical and nonclinical tasks. The role requires strong attention to detail, accuracy, and the ability to manage a high-volume workload while maintaining excellent patient service.

This post involves working across four practice sites, with flexibility required to support operational needs.

Key Responsibilities Clinical Administration

Scan, index and appropriately file incoming clinical correspondence from all external sources into patient records.

Code incoming documents using correct Read/SNOMED codes where diagnoses or significant information is identified.

Raise tasks for clinicians where further action is required.

Process medication and longterm condition recalls, ensuring timely and accurate scheduling.

Manage immunisation administration processes, including contacting patients (e.g., children) to arrange appointments.

Monitor vaccine stock levels and liaise with the dispensary to request replenishment.

Patient Records & Information Governance

Process new patient registrations and deductions following practice protocol.

Ensure Lloyd George notes are correctly coded and scanned to the patient record.

Manage GP2GP transfers, ensuring smooth migration of electronic patient records.

Handle requests for online access, verifying identity and setting appropriate access levels.

Manage Subject Access Requests (SARs) in line with statutory requirements and practice policy.

Ensure compliance with GDPR, confidentiality standards and clinical governance frameworks.

Pathways, Referrals & Claims

Prepare referrals according to Primary Care Pathways and GP instruction.

Type coroners reports and other dictated material from GPs.

Process claims for minor operations, coil fittings, implants and other enhanced services.

Support the administration of shared care arrangements, including ADHD shared care protocols.

Carry out administrative duties linked to clinical trials under the direction of the Lead Partner.

NonNHS & Business Administration

Manage private work requests including creation of invoices, payment processing, and ensuring GPs receive relevant documentation for action.

Ensure accurate administrative support for any insurance reports, medical reports, or private letters.

Team & Workflow

Work flexibly across all four practice sites when required.

Collaborate with clinical and administrative colleagues to ensure smooth patient journeys.

Follow agreed protocols and elevate concerns where appropriate.

Training & Development

Weeks 14:
Supported training focused on scanning, filing, and core administrative tasks.

Months 36:
Gradual development of full administrative competencies across all responsibility areas.

Ongoing training in clinical systems (Systm One), governance requirements and practice procedures.

Opportunities for additional training in clinical pathways, business administration and enhanced services.

Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Administrator, Office Administrator/ Coordinator, Administrative/Clerical