We are looking for a skilled administration with Primary or Secondary care experience in the UK. The post holder will help support the wider administrative team with key admin duties within a busy GP Practice. Duties and responsibilities may be varied from time to time under the direction of the Team Leader, dependent on current and evolving Practice workload and staffing levels. Administration work is not limited, registering new patients, summarising medical records, and ensuring data accuracy and GDPR compliance, Communicating with hospitals, pharmacies, ambulance services, and other community healthcare providers, Processing, scanning, and work-flowing clinical correspondence using systems like Anima or Systm 1 workflow.
Main duties of the job
Main Duties
Clinical Summarising
Summarise patient medical records accurately, including correspondence.
Read-code information correctly on the clinical system.
Support and train other staff in summarising processes.
Private Work & iGPR
Manage all private work via iGPR, ensuring GDPR-compliant consent.
Process reports, liaise with GPs, patients, insurers, and external bodies.
Arrange appointments where required, scan and code documents, raise invoices, and track payments.
Set up new GPs on the iGPR system.
Records Management
Process incoming and outgoing medical records, including registrations, deductions, RIPs, and Lloyd George notes.
Liaise with PCSE, Child Health Bureau
Ensure accurate scanning, filing, and reconciliation of paper and electronic records.
SARs & Legal Requests
Handle straightforward SAR and LPA requests in line with Practice policy, escalating complex cases as required.
Administrative & Secretarial Support
Provide medical secretarial support, including referrals (e-RS), correspondence, and patient communications.
Manage SystmOne Links and Tasks, including deductions.
Operate and maintain the franking machine and process post.
Administer petty cash in the absence of the Senior Administrator.
General Duties
Undertake additional administrative tasks and training as required.
Be flexible and support cover for colleagues during leave or sickness
About us
Abington Park Surgery is situated close to Abington Park and has a patient register of 13,000 patients. It is a busy practice with 5 x GP Partners, 1 Salaried GP's and is a training hub for Registrars and Medical Students.
We have a strong nursing, reception and admin team and you will be joining an excellent team of staff who all support each other to ensure our patients receive appropriate care.
We form part of Christchurch Medical Centre and share the building with King Edward Road Surgery.
Job responsibilities
JobSummary:
The post holder will ensure administrative and clerical duties within the Practice are carried out within the Practice's guidelines and policies. They will provide administrative support and services to all members of the Practice team and ensure the day-to-day activities of the Practice are carried out accordingly.
Duties and Responsibilities:
Duties and responsibilities may be varied from time to time under the direction of the Team Leader, dependent on current and evolving Practice workload and staffinglevels:
Clinical Administration
* Process new patient registrations promptly
* Process deducted patient requests promptly
* Deal with SystmOne Link Screen queries for registrations and deductions
* Deal with FP69 actions on a monthly basis
* Deal with medical records received on a weekly basis from Primary Care Support England
* Action daily SystmOne OOH and Non SystmOne OOH electronic notifications
* Process change of name, address and telephone notifications
* Register and deduct temporary resident patients promptly
* Communicate effectively with other team members
* Communicate effectively with patients and carers
* Recognise patients needs for alternative methods of communication and respond accordingly
Other Duties
* 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 an audit where appropriate
* To undertake other duties commensurate with this post as and when requested
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 promote and maintain their own and others health, safety and security as defined in the practice Health & Safety Policy, to 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
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 recognises 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.
* PLT Sessions
* Mandatory training as advised from time to time
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 an audit where appropriate.
Person Specification
Qualifications
* Qualifications & Experience
* Educated to GCSE/O Level Grade C or above in English and Mathematics or equivalent knowledge or competencies.
* Experience of working as part of a team
* Experience of working in an administrative office environment
* Experience of working in the NHS
* Experience of working in the NHS
Skills and Abilities
* Excellent communication skills, with the ability to communicate with a wide range of people at all levels.
* Good organisational skills.
* IT literate (including use of standard software packages .i.e. Microsoft Office, Clinical System S1, Accurx Triage).
* Numerate and analytical.
* Self motivated ability to work on own initiative, with minimum supervision (while also knowing when to report to line manager).
* Ability to solve problems within area of work/knowledge
* Effectively manage own time, workload and resources
* Ability to challenge current processes and willing to try new ways of working to achieve more effective and efficient outcomes.
* Ability to adapt to and respond to change.
* Anima Workflow
* Clinical Coding
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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