Administrator Cross-Team Support

Dyddiad hysbysebu:	12 Rhagfyr 2025
Cyflog:	Heb ei nodi
Gwybodaeth ychwanegol am y cyflog:	Negotiable
Oriau:	Llawn Amser
Dyddiad cau:	05 Ionawr 2026
Lleoliad:	Hull, HU10 7JR
Cwmni:	NHS Jobs
Math o swydd:	Parhaol
Cyfeirnod swydd:	A0127-25-0008

Crynodeb

Job Purpose To provide high-quality administrative support to GPs, advanced nurse practitioners and the wider practice team. To support the practices total online triage model by helping to process, allocate and respond to online consultation requests in a safe and timely manner. To work flexibly across triage, secretarial, coding and reception teams, providing cross-cover and resilience according to service demand. To contribute to the delivery of safe, efficient and patient-centred services, maintaining high standards of confidentiality, data quality and customer service at all times Key working relationships GP partners and salaried GPs Advanced nurse practitioners and the Nursing team. Practice Manager, Operations Lead and Patient Services Manager. Reception team Secretarial and administration team Coding and data quality team Triage and online consultation team Pharmacy, ARRS and wider PCN roles Community and secondary care providers Patients and carers Main duties and responsibilities Administrative and secretarial-type duties Prepare and send referrals using the NHS e-Referral Service and other local or national pathways in line with practice and ICB protocols. Prepare and type letters, reports, forms and other correspondence for clinicians, ensuring accuracy and appropriate formatting. Process incoming clinical correspondence (for example hospital letters, discharge summaries, test results), including scanning, attaching to records and allocating documents to the appropriate clinician or team. Action workflow tasks, including documenting actions, arranging follow-up, contacting patients and updating records as directed by clinicians. Handle requests for reports, forms and Subject Access Requests within agreed timescales and according to practice policy and legislation. Liaise with hospitals, community services, ICB teams and other agencies to chase appointments, results and queries as required. Support recall and invitation processes for long-term condition reviews, immunisation and screening programmes (for example generating lists, sending invitations and monitoring responses). Maintain accurate and up-to-date electronic records, following practice policies on record-keeping, data quality and information governance. Online triage and care navigation support Support the total online triage model by monitoring incoming online consultation requests throughout the day. Categorise and allocate online consultation requests appropriately (for example urgent or same-day, routine, admin, prescription) using agreed protocols and pathways. Escalate urgent or concerning requests promptly to the duty team or appropriate clinician, following practice escalation and safeguarding procedures. Use agreed templates and communication tools to send messages to patients (for example appointment offers, requests for further information, signposting, self-care advice) as directed by clinicians or protocols. Assist patients who are unable to use online systems by gathering information via telephone and entering it into the online triage system on their behalf. Work with the triage and clinical teams to help ensure on-the-day demand is managed safely and efficiently. Contribute to the review and improvement of online triage processes, including feedback on templates, workflows and patient communication. Coding and records support Support the coding and data quality team by accurately adding and updating clinical codes (for example diagnoses, problems, QOF registers, investigation results) in line with practice protocols. Assist with summarising and coding new patient records and historic notes, ensuring important clinical information is clearly recorded and coded. Help run searches and reports to support QOF, IIF, enhanced services and other practice or PCN objectives, and assist in actioning the outputs (for example inviting patients, updating codes). Work with clinicians and the coding team to maintain consistent use of codes and high-quality clinical data across the practice. Identify and report any data quality issues or anomalies to the appropriate lead. Reception and front-of-house duties Provide reception and telephone cover as part of the rota and during periods of staff absence or high demand. Answer incoming telephone calls promptly and courteously, using agreed scripts and protocols where appropriate. Greet and check in patients at the front desk, maintaining a professional, empathetic and non-judgemental manner at all times. Book, amend and cancel appointments (face-to-face, telephone, online and other formats) in line with practice protocols and clinician requirements. Support prescription and test result queries within scope of the role, escalating to clinicians or senior staff where necessary. Register new patients, process changes to patient demographics and ensure administrative documentation is completed accurately. Help maintain a safe, tidy and welcoming reception and waiting area. Cross-team working and service development Work flexibly across triage, secretarial, coding and reception, responding to direction from the practice manager or designated leads regarding daily deployment. Participate in team meetings, training sessions and one-to-ones, contributing ideas for improving processes and patient experience. Assist with audits, data collection and quality improvement projects as requested. Support implementation of new systems, digital tools and ways of working, including participating in testing and feedback General responsibilities Confidentiality Maintain strict confidentiality of all patient and practice information at all times, in line with practice policies, NHS guidance and data protection legislation. Ensure that information is shared appropriately and securely, and only with those who have a legitimate need to know. Safeguarding Be aware of and follow the practices safeguarding policies and procedures for children and adults. Raise any concerns promptly with the safeguarding lead or appropriate clinician. Health and safety Follow practice health and safety policies and procedures, including infection prevention and control. Report any hazards, incidents or near misses to the practice manager or designated lead without delay. Equality, diversity and inclusion Treat patients, carers and colleagues with dignity and respect at all times. Uphold equality, diversity and inclusion principles in all aspects of work. Training and development Participate in mandatory and role-specific training as required by the practice (for example safeguarding, information governance, fire safety, basic life support). Take responsibility for own learning and development, including keeping up to date with changes in systems, processes and local pathways. Engage positively with supervision, annual appraisal and objective-setting. Flexibility This job description is not exhaustive and may be amended in consultation with the post holder to meet the needs of the service. The post holder may be required to undertake other reasonable duties commensurate with the role and grade.