Job Description

Hours: 3 days a week working 22.5 hours per week

Starting Salary:

12.25

an hour

Pay increase after successful probation

Job Summary: The Practice Administrator will be part of a team responsible for providing excellent and efficient admin support for the Practice and customer service over the telephone to all patients and service users whilst adhering to Practice policies and procedures.

Team Key Duties include:

Processing documents onto the clinical system, adhering to the Document Processing procedures. Processing incoming and outgoing emails as per Practice policy Processing screening documents Processing online application forms as per Practice policy Assisting with the patient recall process and making appropriate appointments as needed Sending healthcare campaigns to large cohorts of patients Assisting with processing child immunisation invites and appointments Assisting with Non-NHS requests and paperwork to include medicals, requests for records etc., adding clinics as necessary Processing Secondary Care referrals Typing Letters To ensure telephone calls are answered in a timely and professional manner. To signpost telephone requests to the most appropriate service, appointment, or clinician. To share information regarding the complaint's procedure. To ensure patient confidentiality, respect, and dignity is always adhered to. Manage all external post coming into the surgery, scanning, coding, and processing in accordance with practice policy. Action tasks Action all hospital DNA's for both children and adults Monitor child DNAs daily. Issue invites and reminders for NHS health checks monthly. Process unmatched pathology results, check surgical pathology and bowel screening results. IT trouble shooting Book postnatal six-week checks. Respect forms. Checking open Exeter Screening data coding Prescription returns. Maintaining patient registers Process OOH reports. Process request for online access where records access requested Pull and file notes. Check NHS emails and process electronic documents. Deaths as per protocol Process GP2GP Review and action unallocated tasks

Reception Function

Be able to cover all reception functions if necessary, such as sickness, training absences and times of excessive demand.

Work may Include:

Provide patients with information relating to results, scans, X-ray reports in line with practice policy Provide first class care to our patients both face to face and over the telephone Appointment and cancellation management Cover the front desk operation
This list is not exhaustive

Skills

High degree of organisation and an effective time manager Effective and professional communication skills Customer or patient service experience required in a medical environment is desirable. IT competencies including database use, Word and excel, with some project Management skills and knowledge of clinical software packages Committed to patient care and able to empathise with a wide variety of patients

Person Specification

Qualifications

Essential:

English GCSE Grade C or Above (or equivalent) Maths GCSE Grade C or Above ( or equivalent)
Desirable:

Qualifications at A Level Standard IT such as CLAIT, ECDL Etc (or equivalent)

Experience

Essential:

2 years + experience - admin focused role Telephone call handling Working within a team Working independently
Desirable:

3 years + experience - admin focused role Experience working in General Practice or Primary Care Complaint handling and volatiles situations

Knowledge

Essential:

Microsoft Windows Applications - Word Documents Demonstrate sufficient knowledge of the English language to communicate effectively with staff and patients.
Desirable:

Microsoft Windows Applications - Excel Spreadsheets Microsoft Windows Applications - Outlook Clinical Computer Systems - SystmOne (TPP) Medical Terminology

Skills

Essential:

Completed/Application Form with no spelling mistakes/ errors Ability to communicate and listen effectively to all internal ad external stakeholders Excellent organisational skills with the ability to prioritise own work Flexible approach Calm and Processional Disposition

We reserve the right to close this role before the closing date. We do encourage you to complete an application as soon as possible if interested.

Job Types: Part-time, Permanent

Pay: 12.25 per hour

Expected hours: 22.5 per week

Benefits:

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

Application deadline: 21/07/2025
Expected start date: 01/09/2025