Job Description

Practice Administrator

Roe Family Practice

Application closing date: 21/11/2025

Title:

Practice Administrator

Responsible To: Practice Manager / Reception Manager

Responsibilities

To be responsible for a wide variety of patient and business administration to support the effective day-to-day delivery of clinics and services that Roe Family Practice provides.

To carry out all duties in a professional manner while adhering to all Roe Family Practice protocols, policies and guidelines at all times.

Main Duties & Responsibilities of the Post:

As part of the Admin Team in the practice. The main role of Practice Administrator is to process clinical correspondence safely, ensuring that it is accurately coded. You will ensure you pass appropriate matters to GP's and other members of the practice clinical team in line with agreed clinical protocols.

Main Duties include but are not restricted to:

Scanning and screening all incoming medical letters (both paper and electronic) and attaching to patients records Recording diagnoses, procedures and investigations - identifying any urgency, actioning and forwarding to suitable teams. Identifying complex or higher risk areas that require contribution or knowledge from the team leader or clinical team. Organising the medical record of the patients you are coding, merging/linking problem titles.

Other Duties & Responsibilities of the Post:

Recording different results onto their template, this will include breast screening, smear test results, bowel screening, diabetic eyes and AAA screening Processing electronic smear notifications and inviting via SMS/sending recall letters. Accepting the new patient's notes that come into the practice, summarising and read coding relevant information from patient's clinical paper records as per procedure. Supporting the Lead in the operating of the practices recall system with accuracy to help us meet our clinical performance targets by requesting bloods on the electronic system and processing long-term patient review documents as per practice protocol. Carrying out a range of administration tasks relating to clinical services and patient care, including management of clinical groups including pregnant women, post-natal mother and babies and children due/overdue for immunisations. Action incoming safeguarding information from a range of different various teams in accordance with the protocol and provide administrative support to our MDT Team. Completing general administrative duties to support Practice operation as required from time to time. Redacting Medical Records

Other:

Be aware of government guidelines in relation to confidentiality, clinical information etc. Actively take part in mandatory internalexternal training as requested. Adhere to and follow all polices and protocols as listed in the Staff Handbook and contact. Follow all Practice Health and Safety guidelines and policies and inform the H&S lead of any infringements
The manner in which tasks are executed is of paramount importance to the smooth running of the practice. This job description is not exhaustive and indicates the primary areas of responsibility only. Additional tasks may be required from time to time reflecting the level of responsibility of the post.

ATTRIBUTES

Education/Training

Essential:

Educated to A-Level A commitment to continuing personal and professional development

Desirable:

Educated to Degree Level Recognised administrative qualification(s)

Qualities/Attributes

Essential:

Emotionally intelligent Effective communicator at all levels and via all mediums Open minded & positive; focused on solutions not problems Self motivated Always strives for improvement Effective team member and lone worker

Skills/Experience

Essential:

Experience of a varied administrative workload, in a customer focused environment Fully IT literate including Microsoft Office Strong interpersonal skills and ability to communicate effectively with patients, staff and clinicians Able to prioritise workload effectively both individually and within a team

Desirable:

Experience of working in General Practice Experience using EMIS clinical system Facilitation and negotiation skills - getting the best out of other people and situations
Roe Family Practice are an equal opportunities employer and appoint on the basis of merit and merit alone.

Please apply by sending CV to

Kirsty.Cooke@gp.hscni.net

Job Type: Full-time

Benefits:

Company pension On-site parking
Work Location: In person

Application deadline: 21/11/2025