We kindly ask that previous applicants do not reapply.
This is a full-time post (37.5 hours per week) worked Monday to Friday inclusive between the hours of 8-6pm.
Jesmond Health Partnership is looking for a committed individual to provide essential administrative support to our clinical and reception teams. Your work will be vital in ensuring efficient patient care, accurate record-keeping, and smooth daily operations.
As a GP Administrator, you will be responsible for managing patient records and requests, handling clinical correspondence, supporting reception duties when needed, and contributing to the overall organisation of the practice. Your attention to detail, confidentiality, and excellent communication skills will help us maintain the high standards of care our patients expect.
Rewards and Benefits
* Monday to Friday
* No Bank Holiday working
* Training and development opportunities
Main duties of the job
Manage and update patient records accurately using the clinical system (SystmOne).
Process clinical correspondence, including coding letters, reports, and test results.
Assist with referral processing.
Handle patient information and medication requests.
Type and prepare letters and reports.
Manage incoming and outgoing communications including phone calls, emails, and post.
Organise and maintain both electronic and paper filing systems to ensure accurate record keeping.
Support clinical staff with routine administrative tasks to facilitate patient care.
Maintain confidentiality and comply with data protection regulations at all times.
Communicate effectively with colleagues and escalate issues to the Administration, Quality and Performance Lead or Patients Services Manager when necessary.
About us
Jesmond Health Partnership is a friendly, innovative, and patient-focused GP practice in Newcastle-upon-Tyne.
JHP is a forward-thinking GP practice in Newcastle. We use a digital-first system that gives patients easy access and quick solutions.
Our experienced and enthusiastic teams work hard to provide high-quality care for patients.
Job responsibilities
Main Tasks/Responsibilities:
* Providesupport to the Administration, Quality and Performance Lead through the personal provision of arange of delegated clerical and administrative tasks.
* To provide an efficient audio,copy typing and word processing service for GPs and health professionals asrequired.
* Process referrals using theelectronic referral system (ERS) ensuring the appropriate referral pathway isused.
* Process and monitoring of all fasttrack (2 week wait) referrals and action as necessary.
* Assist withensuring referral letter templates and proformas are kept up to date.
* To ensure that all incoming andinternal patient correspondence is stored in/on the patients medical recordand relevant information is coded as required.
* Deal with telephone queries fromboth patients, and other health professionals, recording accurate and concisemessages where appropriate.
* To assist with summarising ofmedical records.
* Deductpatients from the patient list retrieving medical records as required.
* Registernew patients where appropriate.
* Coordinateand grant patient online services in conjunction with the Team Leads.
* Assist inrecord requests from patients, insurance companies and legal authorities.
* Provide support to maintain aneffective and timely recall system to ensure patients receive appropriatereview and follow up.
* Deliver anefficient prescription service, expediting urgent prescriptions as required andmanaging turnaround time of prescriptions.
* Provideefficient administration support as part of a team to ensure the smooth andsafe running of the prescription service.
* Workwith GPs/Clinicians to provide a responsive repeat prescription service.
* Answermedication queries from patients, staff members, pharmacies and care homes.
* Build goodworking relationships with community pharmacies and care homes to help enableprescription service.
* Support the reception team toreceive, assist and direct patients including dealing with general queries andcomplaints where appropriate.
* Reportrisks, significant problems and issues to the relevant person ensuringappropriate reporting procedures are followed.
* Maintain and update templates within SystmOne toensure a consistent approach across the practice as required
* To maintain the clinical system(SystmOne) in an accurate and secure manner.
* Assist theTeam Leads and Managers to ensure and maintain compliance with CQC and Health& Safety standards.
* PromoteEquality and Diversity and Health and Safety of self and others.
* Identify areas for continualimprovement within areas of responsibility and proactively assist withimplementing change, as required.
* Comply with any internal orexternal audits where required.
* Assist in ensuring Quality OutcomeFramework (QoF) and Direct and Local Enhanced Service provision reaches maximumtargets and performance where applicable in role
* Assistwith the development of systems and protocols to ensure administration areasrun effectively and efficiently.
* To assistwith developing and implementing the workflow process, including designingprotocols and appropriate document management to deal with incomingcorrespondence.
* To carry outclerical and administrative related tasks as delegated bythe doctors and other clinical practitioners.
* To providecover for members of the team during periods of sickness and annual leave.
* Any other reasonableduties that may be required from time-to-time.
General Responsibilities
* Promoteand support the vision and mission of the Partners in the day-to-dayundertaking of the Administrator role.
* Ensure andcomply with confidentiality requirements associated with all aspects of therole; correspondence, reports, meetings, and verbal communications.
* Adopt,implement, and support any changes that are introduced to improve the Practice.
* At all times treat others in a courteous and respectful manner in providing a caring service.
* Demonstrate competence and efficiency in the completion of all tasks allocated. Adhere to the statutory, regulatory and management policies of the Practice in the day-to-day undertaking of the Administrator role.
Person Specification
Qualifications
* GCSE grade C/Level 5 or above in English and Mathematics or equivalent.
* Business administration qualification or the equivalent.
Right to Work in the UK
* British citizen or Settled / Pre-settled status or Valid UK visa (please specify type and expiry date)
Skills
* Excellent organisation and time management, with ability to prioritise workload effectively
* Strong written and verbal communication skills, with the ability to communicate clearly with patients and colleagues
* Good IT skills and competent in the use of MS Office and administrative systems
* Ability to work independently, as part of a team and in accordance with practice policies and procedures
* Ability to think creatively and adaptively to solve problems and respond to new challenges
* Conscientious, reliable, and hardworking, with strong attention to detail
* Demonstrates initiative and self-motivation, proactively identifying issues
* Experience of working in a fast-paced environment with competing priorities
Knowledge
* Good working knowledge of clinical or administrative systems, with the ability to learn new systems quickly
* Understanding of healthcare, NHS, or customer-facing administrative processes, or transferable experience from another regulated/service-based environment
* Awareness of confidentiality, data protection, and information governance requirements within a healthcare setting
* At least 1 years experience in general or business administration
* Experience with SystmOne or similar GP clinical systems
* Knowledge of medical terminology
* Experience in a GP practice or healthcare setting
Other
* Willingness and ability to work across multiple sites if required
* Full driving license
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.
Administration, Quality and Performance Lead
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