Job Description

Framlingham Medical Practice

Job Title

: Administrator

Accountable to

: Operations Manager / Practice Manager

Reports to

: Administration Team Lead

Hours

: 21.5 Hours a week Wednesday to Friday

Tenure

: Permanent (subject to satisfactory completion of probationary period)

JOB SUMMARY

The post holder will be responsible for undertaking a range of administrative duties, including but not limited to, managing all incoming correspondence to ensure efficient document handling, including the processing of incoming and outgoing patient records. The Administrator will maintain confidentiality, ensure compliance with data protection policies, and support administrative functions to keep office operations running effectively.

In addition, the post holder will support the multi-disciplinary team, providing support to ensure the smooth running of the practice and excellent patient care in line with the needs of the organisation.

PRIMARY KEY RESPONSIBILITIES

The following are the core responsibilities of the Administrator. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.Handle and process incoming clinical letters, emails, and post.

Process incoming and outgoing patient medical records. File and store records in accordance with practice policies. Manage waiting lists for 24 hour ECG's and 24 hour BP's. Place orders, maintain the ordering spreadsheet and manage deliveries. Answer incoming phone calls, transferring or handling requests appropriately. Provide general administrative support to clinical staff. Photocopy documentation as required. Maintain a clean, tidy, and effective working area. To assist with any other specified work streams, as directed by the Administration Team Lead.

SECONDARY RESPONSIBILITIES

In addition to the primary responsibilities, the Clinical Coder may be requested to:

Support the operations/deputy practice manager during absences. Assist with updating and maintaining the practice website and social media. Any other tasks or duties allocated by the Team Lead, Operations Manager, GP's or Practice Manager.
The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual.

GENERAL RESPONSIBILITIES FOR ALL STAFF

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 , 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 assist in promoting and maintaining 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.

Reporting potential risks identified.

Equality and Diversity

:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues. to include:

Ensure own actions support equality, diversity and rights.

Act in ways that recognise the importance of people's rights, interpreting them in a way that is consistent with procedures.

Respect the privacy, dignity, needs and beliefs of patients and carers.

Understand basic legal and communication issues regarding child abuse, family violence, vulnerable adults, substance abuse and addictive behaviour.

Job Type: Permanent

Pay: From 12.58 per hour

Expected hours: 21.5 per week

Benefits:

Company events Company pension Free parking On-site parking Store discount
Work Location: In person

Application deadline: 30/11/2025
Reference ID: ADMINOCT25