Overview
Job summary
Are you looking to contribute your skills in a dynamic and supportive environment? A fantastic opportunity to join our team at Hodge Hill Family Practice and be a part of the overall vision of Coventry & Rugby GP Alliance has become available, and we are currently seeking a driven and dedicated individual to fill the role of Administrative Officer.
Our Administrative Officer plays a vital role as part of a busy team. In this position, you will support us with achieving our goals, while also contributing to the overall success of our organisation. To provide full and comprehensive administrative and secretarial support to the Practice as a whole. Duties and responsibilities may include any or all of the items in the following list and may vary from time to time under the direction of the Deputy Practice Manager/Practice Manager, dependent on current and evolving workload and staffing levels. This role will require you to maintain information and monitoring systems, and to support the demands of the service.
At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, you’ll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.
Main duties of the job
* Accurately transcribe complicated dictation with complex medical terminology, requiring concentration and appropriate attention to detail for prolonged periods, while subject to frequent interruptions.
* Compose letters as appropriate and undertake transcription of dictation.
* Receive and process all incoming mail, bringing this and other relevant matters to timely attention of the medical staff and taking appropriate action as necessary, identifying issues to escalate to the relevant clinician.
* Efficiently process and record referral letters and medical reports.
* Effectively operate the Choose and Book Referral computer system.
* The co-ordination and administration of requests from solicitors and GPs for patient records in line with the Access to Medical Records Act.
* Liaise with Healthcare professionals, patients, solicitors and other external organisations to assist with the resolution and administration of queries.
* Maintenance of appropriate system for monitoring of payments invoiced and received for non NHS services undertaken by the practice.
* Maintenance of directory for services available to patients, including consultants, chiropodists and other available services.
* Audit trail for referrals ensuring referral process is completed in a timely manner.
* Undertake information retrievals for the Practice and patients best interests as requested by the GPs.
About us / Benefits
We take pride in offering a robust range of benefits to support our employees, including:
* Annual Leave: 27 days of annual leave for full-time employees, in addition to bank holidays.
* Sick Pay: Enhanced sick pay policy.
* Pension Scheme: Access to the NHS pension scheme.
* Enhanced Maternity Leave: Generous maternity leave to support new parents.
* Paternity Leave: Paternity leave to allow new fathers to bond with their newborns.
* Employee Assistance Network: 24/7 support.
* Internal Awards: Recognition of staff achievements.
* Exclusive Discounts: Various staff discounts.
We are committed to creating a supportive and rewarding work environment for all our employees.
If you’re excited by the prospect of tackling new challenges, collaborating with a dynamic team, and helping shape the future of our organisation, we would love to hear from you. Apply today and take the first step toward an exciting new chapter in your career.
Details
Date posted: 01 September 2025
Pay scheme: Other
Salary: £13.24 an hour
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: E0046-25-0089
Job locations: Hodge Hill Primary Care Centre, Roughlea Avenue, Birmingham, B36 8GH
Job responsibilities
* Work confidentially at all times.
* Work safely at all times in accordance with legislative requirements and practice policies and procedures.
* Answer telephones and assist reception function when required, ensuring an effective and efficient reception service is provided to patients and any other visitors to the Practice.
* Provide an efficient, courteous and responsive reception and telephone service to the public.
* Participate in new initiatives and future changes in service delivery improvements.
* Support the team in promoting equal opportunities in the workplace and delivering services which are accessible and appropriate to the diverse needs of service users.
* Deal with all general enquiries.
* Carry out a range of administration duties including word processing and data inputting into the clinical system, fax, photocopy and post.
* Facilities: Have a thorough knowledge of all practice procedures and work in accordance with approved protocols. Ensure building security and knowledge of doors, windows, alarm.)
* Other Tasks: Undertake a variety of administrative duties to assist in the smooth running of the service including clerical support to clinical staff and other members of the Practice team, or any other duties as requested by the line manager. Contributing to the development and improvement of services to patients. Play an active role in the induction and training of new staff members. Support with the delivery of other targeted services delivered by Coventry and Rugby GP Alliance. Contributing to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Person Specification
Experience
* Previous experience in an administrative or reception role.
* Experience handling confidential information in line with GDPR.
Desirable
* Experience using databases or electronic record systems (ideally EMIS, SystmOne, or similar).
* Experience working in a GP surgery, NHS service, or healthcare setting.
* Knowledge of appointment booking systems and repeat prescription processes.
Qualifications
* GCSEs (or equivalent) in English and Maths Grade C 4 or above.
* Proficient in Microsoft Office (Word, Excel, Outlook) and basic IT systems.
* Willingness to undertake further training relevant to primary care (e.g., NHS systems training).
Desirable
* NVQ Level 2-3 in Business Administration or equivalent.
* Training in medical terminology.
Aptitudes and Attributes
* Strong organisational skills with the ability to prioritise workload effectively.
Desirable
* Ability to anticipate needs and take proactive steps to solve problems.
Skills and Knowledge
* Excellent verbal and written communication skills.
* Ability to manage a busy workload, prioritise tasks, and meet deadlines.
* Strong attention to detail and accuracy in data entry.
* Ability to work effectively both independently and as part of a team.
* Desirable: Understanding of patient confidentiality and safeguarding principles; Knowledge of QOF processes; Understanding of NHS structure and primary care services; Ability to deal calmly with challenging situations.
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.
Employer details
Employer name: Coventry And Rugby GP Alliance
Address: Hodge Hill Primary Care Centre, Roughlea Avenue, Birmingham, B36 8GH
Employer's website: Coventry and Rugby GP Alliance (no external link provided)
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