Administrator

Vacancy hours

Monday: DAY OFF

Tuesday: 08:00 - 12:30 (4)

Wednesday: 08:00 - 12:30 (30 min lunch) 13:00 to 18:

Thursday: 08:00 - 12:30(30 min lunch)13:00 to 18:

Friday: 08:00 - 12:30(30 min lunch) 13:00 to 18:

Total 32.5 hours

CLOSING DATE: 11th November 2025

Job Summary:

To provide administrative support and services to all members of the practice team.

Job responsibilities:

Duties and Responsibilities

• Take action as directed by Team Lead and the Management Team
• Follow practice protocols to ensure consistent and high quality care is provided to our patients

Scanning duties

• Sort all incoming patient-related mail.
• Scan patient-related documents onto their medical record using appropriate read codes
• Add any additional information about the source of the document
• Carry out any actions detailed on the letter in accordance with the document workflow spreadsheet
• Ensure incoming letters are scanned on daily and processed within the appropriate time scales of 24 hours for urgent and 2 to 5 working days for routine.

Coding

• Identify relevant clinical information contained in patient correspondence
• Code or free text the clinical information on to the patient record
• Deal with queries relating to coding

Management of medical records

• Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
• Ensure correspondence, reports, results etc. are filed in correct records
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

Additional Duties:

• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Maintain upkeep of Administrative email accounts
• To provide cross cover for members of the administration team during periods of sickness and annual leave in the form of Secretarial duties processing urgent tasks and referrals.
• To regularly monitor the Administration inboxes and process enquiries as appropriate
• Undertake admin tasks on SystmOne on a daily basis
• To input the out of hours documents received onto medical records.
• Undertake white bag duties of checking records in and out.

Management of appointment system

• Ensure familiarity with the appointment system

Competencies

• Sound knowledge of Windows and MS Office
• Awareness of data security requirements
• IT literate
• Good verbal and written communication skills
• Problem solving skills
• Flexible approach, team player

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Job Types: Part-time, Permanent

Pay: From £12.21 per hour

Benefits:

• Company pension
• Flexitime
• Free parking
• On-site parking
• Referral programme

Work Location: In person