Job Description

P/T GP Health Administrator Post (Receptionist & Administrative Role) Advertisement

Due to staff personal circumstance changes, great and exciting opportunities have arisen for two GP Health Administrators posts at our GMS Training practice based in Kingsbury NW9, to join our well established GP Health Administrator team.

Please note that you MUST be able to work during the hours of 8.45am and 6.45pm to apply for this post. We will give priority to staff who can work during evening hours 1-3 days a week, primarily receptionist duties with administrative work. Successful applicants should be able to start as soon as possible.

We are an innovative and forward thinking practice providing healthcare to 8400 patients. Our current clinical team includes 7 GPs, 1 Network Clinical Pharmacist, 1 Nurse Practitioner, 1 HCA and 1 phlebotomist. They are supported by 7 experienced P/T GP Health Administrators.

We have very strong links with our networks - K&WH PCN North, K&W Healthcare Limited and Brent Care Limited.

We embrace team working and share all aspects of family practice work.

Ideally the applicant will have experience in receptionist and administrative skills within General Practice, Healthcare or the Private Sector. Key skills include excellence in interpersonal and communication skills, leadership and IT skills. In addition, a background of good written and spoken English and Maths is required. Shorthand skills are not essential but would be a bonus in this post.

Ideal candidates will have some experience in the use current General Practice IT systems such as EMIS, Docman, & AccuRx .

The GP Health Administrators are responsible for all aspects of reception work and patient centred healthcare administration and will work with our clinical team to deliver their role.

The post holders will work closely with and report directly to the Practice Manager and the Dr Devendra Patel (GP Principal) on a regular basis.

PRACTICE GP HEALTH ADMINISTRATOR ROLES AND RESPONSIBILITIES

Reception & Administrative Cover:

Covering all aspects of General Practice receptionist and administration work according to the practice rota during working hours.

All GP Health Administrators are expected to be able to cover the roles and responsibilities of a receptionist / administration staff at the surgery at any time when required to do so as part of our rota and the job description.

As a GPHA you will be expected to take administrative responsibility of patient care.

Be able to learn and take on any additional administrative role when asked to do so and as part of your career progression.

Personal Communication:

The post holder must recognise and promote the importance of effective communication within the team.

The post holder must be able to communicate their personal and problem solving skills to support implementation of change within the practice and drive new ways of working within the team.

Be able to communicate effectively with all patients, carers, next of kin and relatives.

Be able to communicate effectively with each and every member of the team.

Be able to communicate effectively with each and every outside agency for the benefit of patients and the practice.

Be able to recognise people's needs for alternative methods of communication and respond accordingly.

Promote the equality, diversity and rights of patients, carers and colleagues.

Recognise and act on the importance of people's rights, interpreting them in a way that is consistent with practice procedures, policies and current UK & NHSE legislation.

Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues at all times.

Always behave in a manner which is welcoming, non-judgemental and respectful of circumstances, feelings, priorities and rights of any individual.

Patient Facing Services:

All aspects of General Practice Reception work.

Deal with new patient registrations, patient deductions & manage all aspects of registration and registration queries.

Promote the collection of patient mobile number and email addresses, as well as promoting online patient access to requesting medication, booking appointments and being able to see patient summary records. The aim is to achieve and maintain a 90% population target at the practice.

Be able to manage all aspects of online access registration applications and patient queries regarding this.

Be able to manage all new registrations aged 0 to 6 years, including checking immunisation status, updating patient records and booking appointments with the nurse for catch up immunisations.

Always follow the repeat prescribing policy administration of repeat prescription requests.

Be able to action EMIS Medication cancellations.

The ability to phone patients and take patient telephone calls daily.

Chaperoning and translating (when you have a second language) for GPs, Doctors and Clinicians.

Booking transport for patients.

Dealing with the administration of patient complaints, keeping complaints spreadsheet and folder up to date and annually preparing and sending completed spreadsheet to NHS England when asked to do so.

Adding, amending or cancelling Doctor's and Clinical Staff sessions and appointments daily, weekly and monthly on EMIS.

Recording patient deaths on patient / relative records, phoning relatives to express practice condolences, keeping the practice Death Register up to date and notifying all practice staff when a death occurs.

Managing patient detail amendments on patient records.

Administration of the FP69 process to make sure that the practice patient list is kept up to date.

Chasing patient referrals or clinical letters when requested to do so by a clinician.

Processing maternity and medical prescription exemption forms as per guidelines.

Processing change of address forms according to practice policy.

Appropriate use of GP Link to maintain patient list at all times.

Accepting Lloyd George paper patient records weekly.

Friends & Family Test and processing the results on CQRS when required to do so.

Paperwork:

Administration of all new patient paper records received from Health Authority. Updating all paper immunisation data onto electronic EMIS patient records.

Recording patient records as received from Health Authority in electronic patient records.

Reviewing new patients notes from health authority & putting all immunisation data onto EMIS.

Sorting all incoming daily post, administrative paperwork in reception and the administration drawer paperwork.

Separate post for scanning into docman.

All aspects of scanning using Docman and EMIS to code all community and secondary care letters (Date, Dept, Hospital) and allocate to a GP / Clinician.

Managing incoming EDT (Electronic Data Transfer) and Fax to Email; administering them appropriately.

Managing all aspects of repeat prescription requests via patient access, email, fax and hard copy.

Administration of all aspects of scanning.

Administration of all aspects of fax / email systems.

Posting outing post and arranging recorded delivery if needed.

Telephone:

All aspects of administrative patient and patient related telephone calls.

Phoning patients who have an early recall request by GP / abnormal pathology result.

Phone women on Cervical Smear Non-Responder cards list and updating data on Open Exeter.

Phone parents of children who require childhood immunisations.

IT Systems:

Using GP to GP link to ensure patient records are transferred and coded when received via GP to GP Link. Managing all administrative aspects of electronic patient records that arrive on the patient clinical system daily including medication authorisations for the new patients.

Managing registrations & amending patient records if any amendments come via NHS London.

Processing Patient online access applications including scanning forms onto patient records and setting up the level of access requested (which should be access to all levels).

Management of Surgery Timetable Excel Spreadsheet when asked to do so.

Managing the surgery tall administrative aspects of the Surgery EMIS timetable, adding and amending sessions monthly or when required to do so. This includes the bulk setting up of surgery timetable as the start of each month.

Enhanced patient services registrations from network practices onto our clinical system and sending letters to these patients to book appointments for their enhanced service procedure.

EMIS Patient Notes (GPHA) actioning. If there are too many passing on to afternoon GP Health Administrators.

EMIS Patient Notes (Own) actioning.

EMIS Tasks - Completing own tasks on workflow list.

EMIS Templates & documents - Importing new & amending existing ones & deleting outdated ones.

BROS website check for challenges, rejections and patient BROS queries and send to named GP when necessary.

e-Referrals. Setting up all the various types of patient referrals including community, hospital and 2 week wait referrals. Actioning any e-Referral queries.

Using MJOG text messaging service and other text services to send text messages to patients for cervical smears and call and recalling women for due smears.

CQRS extraction for childhood immunisations and making sure up to date and correct.

Docman workflow actioned daily.

Coding and forwarding Electronic letters on EMIS to GPs & Unmatched documents management.

Laboratory reports management including Unmatched reports, Bowel Screening coding & recall, Normal Results and Abnormal results which follow our practice policy.

Read-coding pathology blood test results onto patient records.

Managing all surgery email queries and replying to all emails following our practice policy. Distributing emails to GPs only when clinically indicated.

Entering GP Trainees Patient Satisfaction Questionnaires to their e-Portfolio via website ticket.

GP2GP event degrade.

Entering registrars PSQ's to website.

Patient Groups:

Annual birth month review, call and recall system to make sure all patients reviewed. Monthly searches, eliminating patients, sending text messages to patients and preparing annual pathology test forms for patients.

Learning Disability patients annual birth month review call and recall system.

Childhood Immunisations - adding to Open Exeter and keep list and achieving 95% targets quarterly.

Updating weekly searches on EMIS for childhood Immunisations and then inviting 0 to 6 year olds in for immunisation.

Cervical Cytology call and recall and targets on Open Exeter.

Cervical Cytology ceased list to be kept up to date.

Breast screening and increasing screening uptake during each three yearly cycle.

Mother & Baby Congratulations and registration letters.

Regular review of new born baby registrations.

Joint Diabetes Clinic (Practice Nurse & Diabetes Nurse Specialist) administrative duties to call patients for blood tests and book clinic appointments to make sure that the surgeries are fully booked, patients attend and patient diabetic care improves.

Diabetic retinal eye screening, download Health Intelligence, download to Docman, file & summarise.

QOF List - Working on own daily areas to make sure patients are invited in on their birth month.

Administration of at risk groups including Child Protection, Adult Safeguarding, Carers, Two week referrals and QOF Groups such as Cancer patients, Mental health, Palliative Care and Dementia patients.

BWG Nursing Home Patients - Making sure Thursday visit list is updated by 11am and leaving both ward fax sheets in Dr Patel's drawer with a one page patient summary for each patient.

Staff & Training:

Dealing with any administrative query from all other members of staff and seeking help when appropriate.

Dealing with all practice nurse patient list queries including immunisations and cervical smears.

Adding new members of staff to EMIS, Docman, ICE.

Assist in training of all new staff including all GP Health Administrative duties.

Helping the Practice Manager to arrange lunch meetings, practice lunches, patient group meetings, annual practice away days and practice Christmas party, birthday cards, staff leaving lunches etc.

Engage in all aspects of supervision and training of work experience students, Undergraduate medical students & GP Trainees.

Attend Practice Meetings weekly. Take minutes when required to do so and type up practice meeting minutes following the practice meeting or as soon as is possible. Ensuring that minutes are saved and forwarded to all staff on the same day.

Arrange and attend District Nurse / Multidisciplinary Team Meetings monthly when required and take minutes. Type up practice MDT meeting minutes following the meeting on the same day. Ensuring that minutes are forwarded to all staff on the same day or by the end of the next working day.

Be able to take minutes of practice and educational meetings when required to do so.

Making sure that all aspects of staff training relating to your role and working at this practice is completed in a timely manner and updated at the prescribed intervals. This including all aspects of Relias and any other online training.

Services:

Managing solicitor and other agency requests for copies of medical records following our practice policy.

Administration and updating CQRS Audits support when required to do so.

Monthly GP claims when required to do so.

Quarterly GP claims when required to do so.

Premises & Contents checks including clinical goods when required to do so.

Premises spot checks when required to do so..

Opening and closing the surgery premises including windows and alarm setting.

Fire safety checks and drills when required to do so.

Legionella Checks when required to do so.

Surveillance systems management support when required to do so.

Telephone systems management support when required to do so.

IT Hardware including printer management support when required to do so.

IT Software including software for clinical systems and clinical hardware support when required to do so.

Cold chain management support when required to do so.

Phlebotomy stock check support when required to do so.

Checking, signing for receipt and reporting of all practice contents and both clinical and non-clinical goods delivered to the practice. Reporting all deliveries to the practice manager or most senior member of staff.

Lifting, movement and storage of both clinical and administrative goods received. Including the safe lifting of consumables and furnishings within the practice when required.

Personal Communication:

Maintain the highest levels of patient hospitality communication at all times.

Maintain the highest standards of staff communication at all times.

Maintaining confidentiality at all levels and all aspects of patient and staff information, as well as practice information.

Maintain gold standard IT communication with staff, community and secondary care at all times.

Use Media Apps appropriately.

Communicate all leave verbally including sick leave.

Claims:

Support all aspects of claiming systems used at the practice including QOF, DES, LES, Immunisation, Health Promotion Services (Brent Council) when required to do so.

CQRS Processing support when required to do so.

Running Patient Chase support when required to do so.

Processing PPA Claims support when required to do so.

All aspects of EMIS Searches, Reporting and Audits support when required to do so.

Advertising:

Updating the practice website when required to do so.

Updating call screen and adding posters or adverts when required to do so.

Practice Posters - Developing new posters, framing and updating when required to do so.

Updating practice leaflet when required to do so.

Laminating when required.

Please Note the Following:

Roles & Responsibilities:

The list is not exhaustive and will be adapted from time to time to meet the needs of the care of our patients as well as the needs for the practice over time. All applicants will be expected to adapt their roles and responsibilities to include any new roles and responsibilities over time.

Closing date:

Friday 17th October 2025. We reserve the right to amend the closing date based upon the number of applications received. Vacancies attracting a high volume of applications may therefore close earlier than advertised

Interviews:

All shortlisted candidates will be invited for an informal telephone discussion and then attend the practice for formal interviews.

Benefits:

5 weeks Annual Leave, Bank Holidays and NHS pension scheme.

DBS check:

Cost will be met by the employer.

Training:

All aspects of training costs will be met by the employer.

Job Type:

Part time.

Weekly Hours:

20 to 30 (Monday to Friday 8.30am to 6.45pm) plus additional hours when needed.Receptionist & Administrative Cover:

Job Types: Part-time, Permanent

Pay: 12.21-13.00 per hour

Benefits:

On-site parking
Application question(s):

IT skills essential, EMIS experience ideal
Work Location: In person