Wrafton House Surgery is seeking a proactive and highly organised Administrator / Receptionist to join our friendly and supportive team.
This role is primarily administrative, supporting the smooth running of the practice through the management of insurance reports, subject access requests (SARs), referrals, document management, workflow tasks and correspondence. The successful candidate will also provide reception cover when required to support operational needs.
This is an excellent opportunity for someone who thrives in a structured, busy environment, has strong attention to detail, and understands the importance of confidentiality and professionalism within primary care.
Main duties of the job
* Process insurance and medico‑legal reports in line with practice and GDPR guidance
* Manage Subject Access Requests (SARs) within statutory timeframes
* Process referrals via eRS and other referral pathways
* Scan, code and accurately file documents onto the clinical system (EMIS)
* Manage and allocate workflow tasks appropriately
* Process and distribute incoming clinical correspondence
* Manage practice emails and respond appropriately
* Support income‑generating administrative work
* Provide reception cover when required, including booking appointments, handling telephone queries and assisting patients at the front desk
The role requires excellent organisational skills, strong IT competency, and the ability to manage workload efficiently while maintaining high standards of accuracy and confidentiality.
About us
Wrafton House Surgery is a well‑established GP practice based in Hatfield, Hertfordshire. We are committed to delivering safe, high‑quality, patient‑centred care to our local community.
We pride ourselves on maintaining a structured and supportive working environment, with clear systems, strong governance and a focus on continuous improvement. Our team works collaboratively to ensure patients receive efficient, compassionate and professional care.
We actively promote staff development and provide both mandatory and additional training opportunities. As a practice, we value respect, accountability, teamwork and continuous improvement.
Job responsibilities
* Processing insurance reports and medico‑legal documentation.
* Managing Subject Access Requests (SARs) in accordance with GDPR.
* Processing referrals via eRS and other external platforms.
* Handling incoming and outgoing clinical correspondence.
* Scanning, coding and filing documents accurately within EMIS.
* Managing and allocating clinical workflow tasks.
* Processing and distributing incoming emails.
* Supporting QOF and other contractual administrative requirements.
* Assisting with audits where required.
* Maintaining accurate and up‑to‑date patient records.
* Receiving and directing patients courteously.
* Booking and managing appointments.
* Handling telephone queries professionally.
* Processing repeat prescription requests in line with practice protocol.
* Registering new patients.
* Managing front desk enquiries efficiently.
Confidentiality
The post‑holder will have access to sensitive patient and practice information. All information must be treated as strictly confidential and handled in accordance with GDPR, practice policies and NHS guidance.
Health & Safety
The post‑holder will comply with Practice Health & Safety and Infection Control policies, maintain tidy and safe workspaces, report risks promptly and complete mandatory training.
Equality and Diversity
The post‑holder will treat patients and colleagues with dignity and respect, promote equality and inclusion, and act in a non‑judgmental and professional manner.
Personal and Professional Development
The post‑holder will participate in annual appraisal, mandatory training and any additional development required to support the role.
Person Specification
Qualifications
* Good general education including GCSE Maths and English (or equivalent)
Experience
* Administrative experience in a busy environment
* Experience managing workload independently
* Excellent organisational skills
* Professional telephone manner
* High attention to detail
* Previous GP practice or NHS experience
* Experience using EMIS Web
* Experience processing SARs or insurance reports
* Knowledge of eRS referral system
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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