Job Description

Job Summary

The Practice Administrator ensures the smooth and efficient handling of private work, medical reports, and key administrative tasks within the Practice. Responsibilities include processing private and medical report requests, managing consent and record checks, redaction, invoicing, and coordinating appointments and communications. The role also provides cover for the Clinical Administration Team when needed, supporting triage, correspondence, and document processing. Additional duties include handling medical records for new NHS number allocations and assessing patient requests for full online access. This position is central to delivering accurate, secure, and timely administrative support that underpins high-quality patient care.

Responsibilities

Private Work & Medical Reports

Process all private and medical report requests received via email, iGPR, SystmConnect, and post. Verify formal signed consent; place requests on hold and follow up where consent is missing. Save all requests to patient records before and after completion. Follow Practice SOPs and data protection requirements. Ensure all requests are completed accurately, efficiently, and within agreed timeframes. Liaise with the Digital Care Team to book appointments when required. Maintain up-to-date logs of all requests and payments, ensuring payment is received where applicable. Issue invoices for work billed after completion. Update patient tasks to support clear internal communication. Complete redaction accurately before sending requests. Produce copies of Lloyd George records when needed. Manage the Medical Report task box.
Support for the Clinical Administration Team
Provide cover during annual leave and sickness, including:

Triaging, signposting, and assigning emails from the Practice generic inbox. Triaging and assigning external healthcare tasks. Importing electronic communications and letters. Scanning daily post into SystmOne. Prioritising and processing RED FLAG and urgent communications, assigning for coding. Assigning correspondence to ZipCode for coding and processing.
New NHS Number Allocations

Process medical records linked to new NHS numbers (e.g., adoption or gender change). Redact previous records in line with SOPs and hand over to the Clinical Admin Team for attachment and re-coding.
Online Access Requests

Review patient records for full online clinical access requests. Grant access in line with SOPs or escalate to the patient's usual GP when required

Qualifications

Excellent communication skills (written and verbal) Strong organisational skills with the ability to prioritise effectively Ability to process sensitive information accurately, including redaction and consent checks Customer-service mindset when dealing with patients, clinicians, and external agencies Problem-solving skills and initiative Ability to work independently as well as part of a team Calm and professional under pressure, especially when handling urgent requests Experience handling confidential information and working in line with data protection (e.g., GDPR) MS Office (Word, Excel, Outlook) Clinical systems such as SystmOne, EMIS*, or similar
Experience managing high-volume workloads and meeting deadlines Accuracy and attention to detail in record keeping, data entry, and document processing
This position offers an engaging environment where organisational excellence and leadership are valued. The successful candidate will have the opportunity to make a significant impact on the operational success of our practice while fostering a caring environment for our patients.

Job Types: Full-time, Part-time, Permanent

Pay: 12.21-12.84 per hour

Expected hours: 20 - 37.5 per week

Benefits:

Additional leave Company pension Free parking On-site parking
Work Location: In person