Practice Administrator

Posting date:	03 December 2025
Salary:	Not specified
Additional salary information:	Negotiable
Hours:	Full time
Closing date:	28 December 2025
Location:	Normanton, WF6 1QD
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A3193-25-0006

Summary

JOB TITLE PRACTICE ADMINISTRATOR RESPONSIBLE TO PRACTICE MANAGER MAIN PURPOSE OF THE POST To provide administrative and clerical support to all members of the practice team. To ensure the provision of exceptional customer service to patients. To ensure Confidentiality & Data Protection policies are observed. To ensure Practice Policies & Procedures are carried out. MAIN RESPONSIBLE AREAS OF THE POST Management of medical records Management of cytology call/recall Immunisation recalls Reception Duties, repeat prescriptions and scanning when required Summarising and read coding of notes Cover secretarial duties : referrals C&B Management and call/recall of QOF patients on registers and Enhanced Service claims Set up and run searches, update templates, audits and recalls as required by the practice team. Billing & Invoicing and accounts (medical reports & copy records) Management of appointment system GP registration Links / Pathology results Operation of the telephone system Troubleshooting and reconciliation of clinical database, IT & reporting of faults. Management of medical records, Summarising and Scanning Ensure medical records are kept up to date with all necessary information, neat and tidy and in good repair (electronic and Lloyd George records) To summarise all incoming new patient records and update existing records of patients not already summarised. To summarise and read code all hospital correspondence on to the computer system. Scanning all incoming and outgoing patient information into the appropriate electronic patient medical record as per practice procedure as required. Call / Recall and Administration of Patients on Registers To call or recall patients on specific disease registers as per practice procedure. Patients on QOF registers, abnormal smear register, child immunisation, health surveillance and post natal examinations, etc. Management of Long term Conditions : call/recall and administration. Maintain High Risk Registers (Vulnerable patients, Learning disabilities, Safeguarding etc..). Full management and administration of the practice cytology procedure call recall Secretarial Duties To cover the secretary whilst on leave, completing all referrals To offer other secretarial duties as required by manager or doctors Completion of Insurance forms and medical reports. To copy patients medical record, invoice and record all requests from external agencies including the receipt of payments as per practice procedure. To take minutes of meetings as and when required. Management of Appointment Systems Ensure total familiarity with appointment systems including regular and incidental variations. Book appointments and recalls ensuring sufficient information is recorded in medical record. Monitor effectiveness of the system and report any problems or variations required. Adding of clinical rotas on to the computer system and maintenance Reception Duties Greet and assist patients and visitors promptly and courteously. Constructive working relationships with colleagues and visitors. Complete the Electronic Appointment Diary to ensure efficiency of appointment system and monitor flow of patients into consulting rooms. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. Advise patients of relevant charges for private services, accept payment and issue receipts for same if required. Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to duty Doctor. Action request for ambulance transportation Ensure reception area and waiting areas are kept neat and tidy Ensure adequate stationary and appropriate forms are available at all times. GP Registration and Pathology Links Accessing and dealing with all work received through GP registration Links and GP Pathology Links as per practice procedure. Adding new and temporary patients including babies, deductions, updating patient records with change of address/name/DOB, matching patients in GP path links etc. Operation of the Telephone System Receive and make calls as required. Divert calls and take messages as appropriate. Ensure that the system is operational at the beginning of each day and switched over to night service at the end of the day. Start & End of Day Procedures Open up the premises at the start of day, set alarm to day function and make all preparations to receive patients. Secure premises at the end of each day. Building is totally secured, internal lights off and alarm activated. Repeat Prescriptions Receive patient requests for authorised repeat prescriptions whether in writing, verbally or online. Issue electronic repeat prescriptions Where information retrieved is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action. Ensure that problems and queries regarding repeat prescriptions are brought to the attention of the appropriate Doctor and that follow up action is taken to resolve matters. Any other delegated duties considered appropriate to the post Competencies : Sound knowledge of Windows and MS Office and System1 An understanding, acceptance and adherence to the need for strict confidentiality, data security & protection at all times Excellent problem solving, verbal and written communication skills. Flexible approach, team player and a good sense of humour. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patient enquiries and requests. Other duties appropriate to the post