Administrator

Firsway Health Centre

Job Description: Administrator

Responsible to: Practice Manager

Reports to: Patient Services Manager

Hours of Work: 37.5 hours per week - to commence employment from January 2026 onwards

Working Days: to be confirmed at interview

Benefits:

· 25 days holiday allowance (pro rata) plus bank holidays off, an extra 2 days for 2 year service, an extra 3 days for 5 year service.

· Salary increases after service.

· Birthday Day off

· Vouchers for recognition of service

· Staff Employee of the Month and voucher

· Blue Light Discount service

· Free Flu Vaccinations

· Free onsite staff car park

· Summer and Christmas Events

· Monthly closures for Training

· Monthly 1:1 with your line manager

Job Summary

A fantastic opportunity for an Administrator to join our Admin Team has arisen

We are looking for a highly motivated, enthusiastic, friendly and organised Administrator preferably with EMIS experience in a GP Practice. As part of our Admin Team, you will play a key role in delivering excellent service and supporting the smooth running of the practice. This role requires strong communication skills, attention to detail, and the ability to multitask in a fast-paced

Duties

· Scanning documents and workflow

· Checking and actioning patient emails daily

· Checking the website daily and dealing with messages appropriately

· Dealing with all incoming tasks/work requests

· Coding clinical information onto patients' records

· Dealing with 3rd party requests for copies of medical records

· Dealing with Insurance/Private requests

· Taking payment for private work

· Answering telephone calls

· Dealing with all requests from patients, staff and health care professionals

• Using the patient record systems including booking, cancelling and re-scheduling appointments.

· Keeping patient details up to date

· Producing and filing letters for patients

· Typing letters and sending referrals

· Dealing with patient de-registrations

· Dealing with the registration of new patients

· Summarising medical records on the patient record system

· Processing requests from the Screening and Immunisations team

· Dealing with deductions and sending notes back to pcse when requested

· Any other duties deemed commensurate with the job grade.

General

1. It is a standard element of the role and responsibility of all staff that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.

2. As an employee you have a legal responsibility for all records (including patient health, financial, personal and administrative) that you gather or use as part of your work. The records may be paper, electronic, audio or videotapes. You must consult your manager if you have any doubt as to the correct management of the records with which you work. Misuse of or failure to properly safeguard confidential data will be regarded as a disciplinary offence.

3. All employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable us to meet our legal duties and to report any circumstances that may compromise the health, safety and welfare of our staff, patients or visitors.

4. You are required to uphold the confidentiality of all records held by Firsway Health Centre, whether patient records or Firsway Health Centre information. This duty lasts indefinitely and will continue after you leave our employment.

5. All information which identifies individuals in whatever form (paper/pictures, electronic data/images or voice) is covered by the 1998 Data Protection Act and should be managed in accordance with this legislation.

6. You are expected to treat all patients/visitors and work colleagues with dignity and respect, irrespective of their background.

7. All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact for further guidance. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role.

8. DBS Disclosure checks are carried out for all new appointments.

9. Protection of patients from healthcare associated infection (such as MRSA and Clostridium Difficile) is everyone's business. All healthcare workers have a duty to provide clean, safe care by observing basic hygiene i.e. washing hands (soap & water; alcohol gel) before and after contact with the patient and the clinical environment. Clinical staff additionally must practice Aseptic No Touch Techniques for invasive procedures and aftercare.

10. Firsway Health Centre provides an accessible and impartial complaints service, which is accountable, confidential and effective. The service is responsive, simple and speedy, whilst remaining thorough. All staff should regard complaints as natural, positive suggestions on services that we provide. Staff should be sensitive to the wishes, hopes and anxieties of patients, relatives, friends and the community generally. Where staff find it is not possible to provide the required information, explanation or reassurance, then the issue may be passed to the Patient Services Manager.

11. All staff are personally responsible for the quality of data entered by themselves, or on their behalf, on our computerised systems or manual records (paper records) and must ensure that such data is entered accurately to NHS data standards, in a timely manner to ensure high standards of data quality.

Job Types: Permanent, Full-time

Pay: £24,570.00 per year

Benefits:

• Additional leave
• Company pension
• Employee discount
• Free parking
• On-site parking

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative: 1 year (required)

Work Location: In person