Administrator
Invicta Health CIC
Ramsgate, CT11 8AD
Salary
£25,714 to £26,105
Contract
Permanent
Hours
Not specified
Closing date
18 September 2026
13 days left
Job description
Invicta Health have a Administrator opportunity available at East Cliff Medical Practice. Invicta Health has seven GP practices working within the org...
As an
Administrator, you will provide an important role in supporting the practice
team with the day-to-day running of the practice by undertaking a variety of
administrative duties. Some of these duties include dealing with general
queries via phone, email and post), photocopying, scanning and filing.
A number of
the main responsibilities listed in this job description may be assigned by
management to sole individuals. However, all administrators may be asked to
cover any of the duties when required in order to meet the needs of the
service.
A number of
the main responsibilities listed in this job description may be assigned by
management to sole individuals. However, all administrators may be asked to
cover any of the duties when required in order to meet the needs of the
service.
General Administration and Secretarial
- Liaise with managers to support in the drafting and checking of Rotas
for the GPs, Nurses and Acute Care Team, making sure they include all relevant
dates for annual leave, meetings, training, and educational half days.
- Maintain an accurate and up to date library of EMIS forms, including referral
form templates and ensure all clinicians have access.
- Monitor DOCMAN workflow, ensuring all documents received are recorded and
filed correctly, passing to the GPs, Nurses or coding team for query or action
where necessary.
- Process all flu questionnaires completed by patients during the winter
flu clinics, ensuring that their details match those on their medical record
and coding smoking status and alcohol intake as appropriate.
- Process all outgoing post created by the
practice in a timely manner
- Photocopying, scanning, filing and proof
reading in a timely and accurate manner
- Accurately complete and file any required
forms including Education Evaluations and Benefit Forms.
- Attend and take minutes at meetings when
requested. This includes Safeguarding, Palliative and Pediatric meetings.
- Check all patient letters and documents that
have been collected as arranged, record any non-collections on the system and
destroy as confidential waste.
- Process request for Smart Cards within the
practice.
- Liaise with DART to issue, upgrade or reset
accounts for practice staff.
- Ensure daily back up of the practice server.
- Monitor stock levels of practice supplies
ensuring low stock items are ordered replenished in a timely manner.
- Liaise with third party companies for the
collection or delivery of stock items, including battery recycling.
Registrations, Appointments and Referrals
- Process registrations both regular and temporary as required, using the
EMIS system and ensuring complete information and appropriate ID.
- Ensure all GP2GP transfers are recorded correctly with all necessary
information from patient files extracted and added to EMIS accurately and in a
timely manner.
- Update patients personal details and preferences including change of
name, address, next of kin and consent.
- Process FP69s, sending occupier letters where necessary.
- Ensure that all palliative patients are added onto IBIS accurately
ensuring third party services can view relevant information around their
diagnoses, clinical history and DNAR status.
- Updating the appointment book on EMIS to reflect finalised rotas
allowing for effective time management, and helping to avoid duplicate
bookings.
- Adjusting the appointments screen on EMIS when required, for example for
embargoed appointments, GP supervision slots any on the day sickness.
- Adding all Covid Vaccination Clinic and Flu Clinic appointments onto EMIS
in a timely manner and amending as and when required.
- Check Smear invites on EMIS, ensuring eligibility, correct coding and
completing deferral forms where necessary.
- Assign clinical rooms to internal and third-party clinicians, ensuring
sufficient space for all planned clinics including audiology, physiotherapy,
counselling, Dermascope and Dermatology.
- Process audiology, dermascope, minor ops and physiotherapy referrals.
This includes forwarding to the correct healthcare professional, sending
appointment confirmation, dealing with general queries and preparing clinics.
Gather and send results to patients and other surgeries where necessary and
update any relevant trackers/spreadsheets.
- Process deductions on a weekly basis, ensuring relevant information is
gathered, processed and sent to Primary Care Support England (PCSE) in a timely
manner.
- Ensure that all reported deaths are correctly logged and reported
including coding on patient and next of kin files and communicating
appropriately with the necessary healthcare professionals and third party as
required.
- Proactively manage any results that come in via lab reports, forwarding
them to the appropriate healthcare professional where required and ensuring
safe and timely filing.
Communication
- Monitor the practice administration and blood
pressure email accounts, actioning any tasks and requests within your remit,
redirecting to the appropriate department/professional where necessary and
raising any urgent enquiries to management.
- Deal with general queries via phone, e-mail
and post, directing to others where appropriate and in a timely manner
- Monitor E-consult requests and directing
appropriately in a timely manner
Reporting
- Run EMIS reports to identify patient registration numbers and update the
Registrations record.
- Run EMIS reports to identify all DNAR patients and ensure signed
confirmation is held on their record and passed to SECAMB.
- Complete the Close of Quarter Notification on EMIS as sent through via
PCSE and seek sign off from the Assistant Practice Manager
- To support subject access requests (SAR) and
third-party access requests (TPSAR) on the IGPR system in a timely manner when
requested.
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- Flexible working options, such as term time only, annualised hours & multi site working
- Learning and Development opportunities
- Approved blue light card provider
- Salary Sacrifice Schemes
- Company Car Scheme
- Employee Assistance Programme
Personal Attributes
Essential
- Willingness to learn and adapt to change
- Highly customer focused
- Understanding and approachable
- Strives for excellence
- Honest and fair
- Leads by example
- Positive can do attitude
Experience
Essential
- Understand the importance of maintaining patient and data confidentiality.
- Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
- Experience of setting up and maintaining effective administrative filling systems
- Experience of work involving regular and accurate data inputting
Desirable
- Knowledge of office management systems and procedures
- Experience of working with Microsoft packages including, word, excel and power point
- Experience of working with EMIS and DOCMAN
- Previous administration experience within a medical environment
- Knowledge and understanding of the National Health Service
Key Skills
Essential
- Able to communicate effectively and collaboratively across varied disciplines.
- Able to work in a well-organised and professional manner, maintaining concentration and accuracy
- Able to manage conflicting priorities
- Possess an aptitude for dealing with potentially difficult or demanding situations.
- Good telephone manner
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy
How to apply
Applications are handled entirely by the employer on the original advert. We do not collect CVs, supporting statements or application data.
Provenance
Source
NHS Jobs
First seen
3 September 2026
Last checked
5 September 2026
Salary, closing date and description are taken from the employer's advert. The original advert always takes precedence.
About the employer
NHS organisation
This listing was structured from NHS Jobs. Vacancy details and the application process remain the responsibility of the original source.
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