Practice Administrator

The successful candidate will undertake a broad range of administrative duties to support the effective day-to-day running of the Practice.

A key responsibility will be processing incoming clinical documents and correspondence, ensuring information is accurately recorded, filed and directed to the appropriate clinician or team when further action is required. Full training will be provided for this aspect of the role.

Other responsibilities will include managing administrative emails, maintaining accurate records and filing systems, preparing correspondence, supporting patient registrations and record updates, and assisting with medical reports and other documentation.

The role will involve regular use of clinical and administrative IT systems and working closely with members of our clinical, administrative and management teams. The post-holder may also provide reception or other administrative support when required

Medical Centre

Reports to

Role OverviewThe Practice Administrator provides essential administrative

and clerical support to help ensure the smooth and efficient running of the GP

Practice. The post-holder will work closely with the Practice Management Team,

clinical staff and non-clinical staff to deliver high-quality administrative

processes and support an effective patient service.

A key focus of the role will be learning the Practices

processes for managing incoming clinical documents and correspondence,

including accurate document annotation and the recording of relevant

information within patients clinical records. Full training will be provided,

and the post-holder will be expected to complete the required training and

competency assessments before undertaking this work independently.

This role requires strong organisational skills, attention

to detail, adaptability and the ability to prioritise work effectively in a

busy environment.

Main Duties and ResponsibilitiesAdministrative SupportProvide day-to-day

administrative support to the Practice Management Team and wider Practice team.

Manage incoming emails in line

with the processes in place within the Practice.

Prepare letters, reports and

other documentation as required.

Maintain accurate digital

filing systems and administrative records.

Assist with general Practice

administration and other reasonable duties required to support the effective

running of the Practice.

Clinical Document Processing and AnnotationLearn and follow the

Practices procedures for managing incoming clinical documents and

correspondence.

Review and process documents

received electronically or through other approved routes.

Annotate documents accurately

and record relevant information within the patients clinical record, in line

with Practice protocols and the post-holders training and competency.

File documents to the correct

patient record and the appropriate section of the clinical system.

Direct documents requiring

review, action or escalation to the appropriate clinician or Practice team

member.

Identify documents or

information that are unclear, incomplete or outside the post-holders training

and seek guidance before processing.

Maintain patient

confidentiality and follow information governance, data-protection and

record-management requirements at all times.

Complete the required training

and competency assessments before processing and annotating documents

independently.

Patient AdministrationSupport patient registrations,

deductions and updates to patient records.

Assist with medical reports,

insurance forms, subject access requests and related documentation.

Liaise appropriately with

hospitals, community services, third-sector providers and other external

organisations.

Clinical and Operational SupportEnsure patient information is

processed accurately and in line with Practice procedures and data-protection

Assist with appointment-system

monitoring and other operational processes where required.

Escalate documents, queries or

concerns promptly and in accordance with agreed Practice processes.

Data Management and ComplianceMaintain accurate data entry

on clinical and administrative systems.

Support performance-related

administrative tasks by gathering and recording required information.

Assist with updating internal

logs, compliance records and monitoring tools, including TeamNet.

Follow GDPR, confidentiality,

information governance and Practice policies at all times.

Reception and Front-of-House SupportProvide reception cover when

required, ensuring a professional and compassionate service to patients and

visitors.

Handle queries, signpost

appropriately and support patient flow within the Practice.

General Practice SupportAssist with maintaining

Practice policies, procedures and documentation.

Management Team with administrative elements of CQC compliance.

Contribute to continuous

improvement and effective team working.

Undertake any other reasonable

duties appropriate to the role and required to support the effective running of

the Practice.

experience, preferably in a busy environment.

Excellent organisational and

time-management skills.

A high level of accuracy and

attention to detail.

Good IT skills, including

Microsoft Office, with the ability and willingness to learn clinical and

document-management systems.

Ability to follow detailed

procedures and apply training consistently.

Ability to handle confidential

and sensitive information appropriately.

Sidcup Medical Centre is a busy GP Practice providing primary care services to our local patient population across five Practice sites.

We have a diverse team of clinical, administrative and support staff who work together to provide high-quality patient care. Our administrative teams play an important role in ensuring information is processed accurately, patients are supported effectively and our clinical teams have the information they need.

We value professionalism, accuracy, confidentiality, teamwork and a willingness to learn. The successful candidate will receive training and support to become confident in our systems and processes, including the processing and annotation of clinical correspondence.

As we operate across five sites, flexibility is essential. The successful candidate will be required to work at any of our Practice sites according to the operational needs of the Practice.

This is an excellent opportunity for an experienced administrator who would like to develop their skills and become a valued member of a busy and supportive General Practice team.

Qualifications

Strong administrative experience, preferably in a busy environment.:

Experience

Essential: - Strong administrative experience, preferably in a busy environment.

Desirable: - Experience in primary care, the NHS or another healthcare setting.