Practice Administrator

Join Hawthorn Medical Centre as our Practice Administrator and play a vital role at the heart of a busy, friendly general practice. This is more than just an administrative position its an opportunity to help shape how our practice runs, support a dedicated clinical team, and ensure patients receive an outstanding experience every day.

We’re looking for someone who is organised, proactive, and people‑focused, with the confidence to manage multiple priorities in a fast‑paced environment. As part of our forward‑thinking team, you’ll contribute ideas, embrace new ways of working, and help us continue to improve and grow.

If you thrive in a supportive, team‑oriented setting and want to make a real difference in healthcare, we’d love to welcome you to Hawthorn Medical Centre.

• General Administration
• Clinical Administration Support
• Patient Communication & Call Handling
• Safeguarding & Compliance

Hawthorn Medical Centre is a Training Practice based near the centre of Swindon, we currently have 12,000 patients and have a strong ethos to train and nurture our staff.

• Monitor and action the administration email inbox in a timely manner
• Handle phone queries from patients and external organisations professionally
• Manage incoming tasks via clinical systems and ensure appropriate actioning
• Process pathology letters and ensure correct coding and filing
• Create, update, and maintain practice protocols as required
• Produce patient information leaflets
• Scan and workflow incoming documents accurately within the clinical system
• Upload patient records to the National Document Repository
• Manage records moving in and out of the practice in line with NHS guidelines
• Update patient demographic details including changes of address, name, and contact information
• Record and maintain next of kin information
• Process proof of address documentation and out‑of‑area letters
• Process new patient registrations (online and in person)
• Manage patient access to online services, including issuing and processing related letters
• Grant and manage online access, including proxy access where appropriate

• Process and register births, deaths, and new pregnancies within the system
• Input vaccination data including flu and COVID-19 immunisations
• Code clinical data including screening outcomes (e.g. breast screening, diabetic eye screening)
• Record patient refusals (e.g. pneumococcal, shingles vaccinations)
• Action prescription exemption certificates (medical and maternity)

• Contact patients to book long‑term condition (LTC) reviews
• Send defaulter letters and SMS reminders
• Respond to patient queries in a professional and timely manner

• Run routine patient reports to identify and action outstanding clinical or administrative tasks
• Support with data quality and ensure accurate coding

• Maintain confidentiality and comply with data protection regulations at all times

• Provide reception cover during busy periods, staff shortages, or annual leave
• Assist with patient check‑in, appointment booking, and front‑desk enquiries as required

• Previous administrative experience
• Experience working in a healthcare or customer service environment
• Experience in General Practice or NHS setting
• Knowledge of clinical systems (Systm One)