Job summary
Leckhampton Surgery is seeking an organised, proactive, and
experienced full time GP Administrator to join our friendly
administrative team. You will play a key role in supporting the smooth running
of the practice by delivering high quality administrative and clerical support
to clinicians and nonclinical staff.
If you are a team player with excellent attention to detail
and a passion for supporting the delivery of patient care, we would love to
hear from you.
Main duties of the job
We are seeking an organised and proactive individual to join our busy practice team, providing essential administrative and clinical support to ensure the smooth day today running of the service. You will work closely with clinicians and colleagues, contributing to efficient patient care through accurate and timely administrative work.
In this role, you will be responsible for processing clinical data, coding patient records in SystmOne, and managing a range of incoming and outgoing clinical correspondence. This includes scanning, indexing, and maintaining documentation, as well as handling patient registrations and ensuring all records are kept up to date. You will also manage referrals through the NHS eRS system, including two week wait and routine referrals, and support coding of clinic letters, discharge summaries, and results.
The position involves regular communication with patients, clinicians, and external healthcare providers, so strong communication skills and a professional approach are essential. You will also support general administrative duties across the practice and be expected to adapt to changing priorities in a fast paced environment. Experience using SystmOne is desirable, although full training can be provided.
This is a rewarding role within a friendly and supportive team and is well suited to someone who takes pride in delivering high quality administrative work in a healthcare setting.
About us
Leckhampton Surgery is well regarded locally. We have a culture of learning and mutual support, valuing the opinions of all members of our practice team. We prioritise staff well-being at all times and as a result have a very low turnover and enjoy a lovely working atmosphere in the building.
Job description
Job responsibilities
The post holder is responsible for delivering a wide range of administrative and clerical duties to support the multidisciplinary team within the practice. This includes processing clinical data, managing patient records, handling communications and correspondence, supporting referral pathways, and undertaking general administrative tasks. The role requires accuracy, confidentiality, excellent communication skills, and the ability to work flexibly within a busy primary care environment.
Main Duties and Responsibilities
Clinical Data & Patient Record Management
- Process clinical data including discharge summaries, out-of-hours (OOH) notifications, and other clinical documentation.
- Complete death protocols and ensure accurate and timely updates to patient records.
- Code and enter clinical information in line with practice protocols and coding standards.
- Utilise AI systems (e.g., Anima) to support read-coding of patient records, triaging incoming clinic correspondence, and streamlining workflow processing
- Scan, upload, and attach patient-related documentation to electronic records.
- Manage patient registrations, deductions, demographic amendments, and Out of Area (OOA) submissions.
- Run system searches and generate reports to support clinical and administrative teams, audits, and performance monitoring.
- Utilise AI systems
Communication & Correspondence
- Respond promptly and professionally to telephone calls, emails, and written enquiries.
- Communicate with patients via text messaging services and email as appropriate.
- Type letters, reports, templates, and other clinical or administrative documents.
- Liaise effectively with secondary care, community services, and external agencies to support smooth patient care pathways.
Referrals, Private Work & Information Requests
- Process referrals using the Electronic Referral System (ERS) in accordance with practice and NHS guidelines.
- Maintain accurate and up-to-date referral logs and tracking systems.
- Handle Subject Access Requests (SARs), solicitor and insurance enquiries, DVLA requests, and other information disclosures.
- Review, process, and manage private work including forms, letters, medical reports, and the administration of associated fees.
- Liaise with clinicians to ensure the timely completion of private work and insurance documentation.
Professional Standards & Expectations
Confidentiality
- Maintain strict confidentiality at all times in accordance with GDPR, practice policies, and information governance requirements.
- Handle sensitive information appropriately and only share information with authorised personnel.
Equality, Diversity & Inclusion
- Support the equality, diversity, and rights of patients, carers, and colleagues.
- Treat individuals with dignity, respect, and fairness, recognising diverse backgrounds, beliefs, and needs.
- Provide a welcoming, non judgmental, and inclusive service.
Personal & Professional Development
- Participate in annual appraisals and proactively maintain records of personal development.
- Attend mandatory and role specific training as required.
- Take responsibility for ongoing learning, performance, and demonstrating skills to others when appropriate.
Quality Improvement & Team Contribution
- Participate in quality assurance activities and audits as required.
- Reflect on own performance and contribute suggestions for improving team processes and practice efficiency.
- Work collaboratively with colleagues and external partners to meet patient and service needs.
- Manage own workload effectively, prioritising tasks and using time and resources efficiently.
Communication
- Communicate clearly and effectively with team members, clinicians, patients, and external organisations.
- Recognise the need for alternative communication methods and adapt accordingly.
- Promote positive team communication and ensure messages and updates are shared appropriately.
Contribution to Service Delivery
- Apply and uphold all practice policies, procedures, standards, and guidelines.
- Work with colleagues to understand how policies affect day to day responsibilities.
- Support service development, implementation, and evaluation where required.
Job description
Job responsibilities
The post holder is responsible for delivering a wide range of administrative and clerical duties to support the multidisciplinary team within the practice. This includes processing clinical data, managing patient records, handling communications and correspondence, supporting referral pathways, and undertaking general administrative tasks. The role requires accuracy, confidentiality, excellent communication skills, and the ability to work flexibly within a busy primary care environment.
Main Duties and Responsibilities
Clinical Data & Patient Record Management
- Process clinical data including discharge summaries, out-of-hours (OOH) notifications, and other clinical documentation.
- Complete death protocols and ensure accurate and timely updates to patient records.
- Code and enter clinical information in line with practice protocols and coding standards.
- Utilise AI systems (e.g., Anima) to support read-coding of patient records, triaging incoming clinic correspondence, and streamlining workflow processing
- Scan, upload, and attach patient-related documentation to electronic records.
- Manage patient registrations, deductions, demographic amendments, and Out of Area (OOA) submissions.
- Run system searches and generate reports to support clinical and administrative teams, audits, and performance monitoring.
- Utilise AI systems
Communication & Correspondence
- Respond promptly and professionally to telephone calls, emails, and written enquiries.
- Communicate with patients via text messaging services and email as appropriate.
- Type letters, reports, templates, and other clinical or administrative documents.
- Liaise effectively with secondary care, community services, and external agencies to support smooth patient care pathways.
Referrals, Private Work & Information Requests
- Process referrals using the Electronic Referral System (ERS) in accordance with practice and NHS guidelines.
- Maintain accurate and up-to-date referral logs and tracking systems.
- Handle Subject Access Requests (SARs), solicitor and insurance enquiries, DVLA requests, and other information disclosures.
- Review, process, and manage private work including forms, letters, medical reports, and the administration of associated fees.
- Liaise with clinicians to ensure the timely completion of private work and insurance documentation.
Professional Standards & Expectations
Confidentiality
- Maintain strict confidentiality at all times in accordance with GDPR, practice policies, and information governance requirements.
- Handle sensitive information appropriately and only share information with authorised personnel.
Equality, Diversity & Inclusion
- Support the equality, diversity, and rights of patients, carers, and colleagues.
- Treat individuals with dignity, respect, and fairness, recognising diverse backgrounds, beliefs, and needs.
- Provide a welcoming, non judgmental, and inclusive service.
Personal & Professional Development
- Participate in annual appraisals and proactively maintain records of personal development.
- Attend mandatory and role specific training as required.
- Take responsibility for ongoing learning, performance, and demonstrating skills to others when appropriate.
Quality Improvement & Team Contribution
- Participate in quality assurance activities and audits as required.
- Reflect on own performance and contribute suggestions for improving team processes and practice efficiency.
- Work collaboratively with colleagues and external partners to meet patient and service needs.
- Manage own workload effectively, prioritising tasks and using time and resources efficiently.
Communication
- Communicate clearly and effectively with team members, clinicians, patients, and external organisations.
- Recognise the need for alternative communication methods and adapt accordingly.
- Promote positive team communication and ensure messages and updates are shared appropriately.
Contribution to Service Delivery
- Apply and uphold all practice policies, procedures, standards, and guidelines.
- Work with colleagues to understand how policies affect day to day responsibilities.
- Support service development, implementation, and evaluation where required.
Person Specification
Qualifications
Essential
- GCSE Mathematics & English (C or above) or equivalent
Desirable
- NVQ Level 2 in Health and Social Care
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Minimum 2 years of working in the NHS (or healthcare equivalent).
- Experience of Healthcare systems.
- Experience of administrative duties.
Desirable
- Systmone experience.
- Experience of working in a GP setting or Primary care.
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Experience of multitasking and triage and prioritising own workloads
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policies and procedures
Desirable
- SystmOne user skills - or other health care systems
- Knowledge of local NHS services
- Customer/Patient care experience - face to face or remote
- Adaptable to learn new processes, systems in an ever evolving healthcare setting.
Person Specification
Qualifications
Essential
- GCSE Mathematics & English (C or above) or equivalent
Desirable
- NVQ Level 2 in Health and Social Care
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Minimum 2 years of working in the NHS (or healthcare equivalent).
- Experience of Healthcare systems.
- Experience of administrative duties.
Desirable
- Systmone experience.
- Experience of working in a GP setting or Primary care.
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Experience of multitasking and triage and prioritising own workloads
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policies and procedures
Desirable
- SystmOne user skills - or other health care systems
- Knowledge of local NHS services
- Customer/Patient care experience - face to face or remote
- Adaptable to learn new processes, systems in an ever evolving healthcare setting.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
