Job Description

Job summary

Invicta Health has an exciting opportunity for an Administrator to join the team on a full time basis. This is a fixed term position until 30 June 2026

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

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.

About us

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?

NHS Pension Learning and Development opportunities Progression opportunities Competitive annual leave entitlement Incremental pay progression Flexible working Approved blue light card provider Salary Sacrifice Schemes Car Lease Scheme Employee Assistance Programme

Job description

Job responsibilities

Main Responsibilities

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.

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.

Prepare and sent the Child Immunisation report weekly.

Monitor and process invites for Child Immunisations.

Monitor and process invites for Diabetic patients.

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.

General Duties:

To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.

To contribute to the development of services, including processes, templates and principles.

To take part in any statutory and mandatory training or other training and development programmes as requested.

Person Specification

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

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

Qualifications

Essential

Good level of education including competent levels of numeracy and literacy
Job Type: Full-time

Pay: 24,660.01-25,270.31 per year

Work Location: In person

Application deadline: 17/08/2025