Job Description

Job Title:

General Practice Administrator Hours: Full-time, 37.5 hours per week Start Time: 7:45 AM Reports to: Practice Manager /Operation Manager Job Summary The post-holder is responsible for undertaking a wide range of administrative duties and providing comprehensive support to GPs and the wider clinical team. This includes managing correspondence, maintaining accurate patient records, supporting reception as needed, and ensuring the smooth running of the practice through effective communication and organisation. A high level of confidentiality, attention to detail, and flexibility is essential. Primary Responsibilities Typing & Documentation Type letters, reports, minutes, and other documentation accurately.



Input data into patient healthcare records accurately and promptly. Manage general administrative queries from internal staff and external parties. Process requests for information such as Subject Access Requests, DVLA forms, and insurance reports. Patient Records & Clinical Coding Accurately code clinical information into the patient record based on correspondence.



Maintain, organise, and summarise patient medical records. Audit summaries to ensure quality and consistency. Scan and file incoming patient information and ensure all data is correctly assigned. File and retrieve paperwork from both electronic and paper records as required.



Ensure correspondence, reports, and results are filed appropriately in patient notes. Trained in processing 2WW referrals and has a good understanding of referral pathways within the Redbridge area. General Administration Respond to telephone queries, take messages, and ensure communication is passed on efficiently. Assist with routine administrative duties from doctors and clinical staff.



Open and distribute post and emails promptly, ensuring all patient-related information is entered into the clinical system. Maintain and update the computerised patient registration system: Add new registrations, update changes, and process patient removals. Assist with tasks such as pathology result handling, immunisation recalls, billing/invoicing, and ordering supplies. Maintain tidy, efficient, and organised workspaces.



Reception Support Answer telephone calls when required to support the reception team. Provide assistance at the front desk during busy periods or staff absences. File and appropriately assign eConsults and other incoming digital communications. Support reception staff with administrative tasks to ensure smooth service delivery.



IT & Communication Use clinical systems such as EMIS effectively and responsibly. Keep the Practice or operation manager informed of any problems or system issues. Confidentiality & Ethics Always maintain the confidentiality of patient and practice information. Comply with the Practices data protection and information governance policies.



Personal Specification Ability to stay calm and professional under pressure Methodical and accurate approach to work Strong organisational skills Effective communication skills, both verbal and written Reliable team player with a positive attitude Willingness to be flexible and adapt to changing priorities High attention to detail Able to work independently and take initiative Respectful of confidentiality and sensitive information Enthusiastic and committed to delivering quality support Willing to provide cover for colleagues during absence Emis Trained Punctuality is a must Able to code clinical letters accurately and manage workflow efficiently. Able to prioritise practice emails effectively and keep up to date with communications.