Practice Administrator

Posting date:	03 March 2026
Salary:	£13.85 per hour
Additional salary information:	£13.85 an hour
Hours:	Full time
Closing date:	13 March 2026
Location:	London, SW4 7NU
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A1743-26-0002

Summary

RESPONSIBLE TO: Assistant Practice Manager The primary role of the practice administrator is to manage requests made to the practice for Medical Reports and SARS requests, in addition to these duties, the post holder will be required to provide urgent cover for our registration administrator as directed by the Assistant Practice Manager. The post holder must have an excellent understanding of Access to Medical Records and Data protection. In addition, excellent IT skills are required and experience of using IGPR software is desired but not essential. It is important that all members of staff are prepared to take on additional duties or relinquish existing duties to maintain efficient running of the practice and changes in how services are provided. The Partners reserve the right to redistribute duties and functions among members of staff from time to time and requests for such changes shall not be reasonably refused. Duties and Responsibilities Managing and processing requests for Medical Reports and SARS requests Ensure upon receipt of requests for SARS and Medical Reports, all details are logged onto spreadsheet and reviewing and updating accordingly. Responsible for processing requests within specific time frames & following correct process. Manage requests for completion of private forms and requests for letters. Including discussing fees with both patients and clinicians. Manage requests from outside agencies for reports such as Child Protection/ Police Manage and maintain the IGPR data and software. Be the liaison between insurance companies and patients in relation viewing reports prior to sending. Responsible for redacting record entries relating to SARS and liaise with clinicians as required. First point of contact for patients in relation to requests and queries relating to private letters/completion forms Managing and responding to tasks sent by reception & clinical team in a timely manner. Ordering supplies: Responsible for the ordering of stationery, medical and IT supplies, ensuring stock is managed effectively and storeroom well maintained. . Other Duties: Provide cover in the absence of the registration administrator, ensuring all online registrations via Health Tec1 software, are processed, as required and instructed by the Assistant Practice Manager. Education Attend practice meetings. Attend suitable educational courses outside the practice. Attend training sessions within the practice. Complete mandatory Practice Index modules as required 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 Making effective use of training to update knowledge and skills 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 Demonstrate due regard for safeguarding and promoting the welfare of children. 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 recognises 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 that 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, with such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development 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 Recognise 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 This job description will be reviewed at your regular staff appraisal. PERSON SPECIFICATION Essential Desirable Excellent IT skills including Excel/ Word Working knowledge of EMIS Excellent Knowledge of Data Protection and Access to Medical Records Working knowledge of Docman/Accurx Aptitude to learn new software & processes Working knowledge of IGPR software Excellent time management & organisational skills Previous experience of working within the NHS Excellent customer service skills Knowledge of NHS registration processes Ability to work autonomously and as part of a team. Excellent communication skills both written and verbal It is the policy of Hetherington Group Practice that no job applicant or employee shall receive less favourable treatment than another on the grounds of sex, marital status, age, disability, race, religion, creed, colour, national origin or sexual orientation. This post is exempt from the Rehabilitation of Offenders Act 1974. You must therefore disclose all spent and unspent convictions, cautions, reprimands and final warnings. If you are offered the post we will need to obtain a satisfactory DBS disclosure for you.