Job summary
We are looking to recruit an administrator to join our friendly team on a permanent contact,
immediate start.
The successful applicant will be required to work full time (37.5 hours),
shifts between 8am and 8pm Monday and Tuesday to Friday 8am and 6.30pm.
Applicants must be flexible and reliable.
The purpose of the role is to:
Assist with referral letters, hospital correspondence, workflow, scanning, call and recall and quarterly submission. To receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. And to provide efficient, helpful, informative and supportive reception and administration services to patients and members of the primary health care team.
Undertake a variety of administrative and
clinical duties to assist in the smooth running of the practice including the
provision of clerical support to clinical staff and other members of the
Practice team
Facilitate effective communication between patients, members
of the primary health care team, secondary care and other associated healthcare
agencies
Specific delegated clinical tasks under the supervision of
the GP Partners in accordance to practice guidelines
Main duties of the job
Join our busy, forward-thinking GP practice as an Administration & Workflow Coordinator, where youll play a vital role in keeping patient care running safely, efficiently, and seamlessly behind the scenes. This is a dynamic position at the heart of the practice, managing clinical systems such as EMIS, Abtrace and AccuRx, coordinating referrals, processing medical reports, and ensuring all patient communications and records are handled accurately and in line with NHS and practice standards.
You will work closely with clinicians, hospitals, and patients to support timely care, maintain workflows, and contribute to key areas such as Quality Outcomes Framework (QOF), audits, and risk management. The role also includes reception support, handling patient queries, and ensuring a high-quality, patient-focused service at all times.
We are looking for someone organised, proactive, and detail-oriented, with strong communication skills and the ability to manage competing priorities. You should be confident using clinical systems, able to problem-solve independently, and comfortable working in a fast-paced healthcare environment.
This is an excellent opportunity for someone who wants to make a real impact in primary care, develop their skills, and be part of a supportive team committed to delivering high-quality patient care.
About us
There are approximately 9333 patients registered here at The Neaman Practice and we are based in the City of London. The Surgery is open
from 8:00 until 20:00 on Monday and 18:00 Tuesday -Friday.
Staff
There are 3 full time partners here, with 6 salaried doctors.
We have 2 practice nurses and a HCA
There are 4 receptionist, 1 administrator and a medical secretary
A Business Manager, Operations Manager and Reception manager .
Staff benefits
Annual Leave - 25 days in addition to 8 bank holidays
NHS pension - Private pension
NHS discount -NHS employees also enjoy some discounts with
shops and services.
Job description
Job responsibilities
Duties and Responsibilities
Duties and responsibilities may vary from time to time under the direction of the Business Practice Manager and Partners, depending on practice workload, staffing levels, and evolving service needs. All tasks must be carried out in accordance with practice policies, procedures, and relevant guidelines.
Main Duties and Responsibilities
-
Manage and maintain document workflow systems, ensuring timely and accurate processing of all incoming and outgoing clinical correspondence.
-
Process referrals in the absence of the medical secretary, ensuring compliance with practice protocols and timely submission.
-
Manage requests for medical reports, including insurance reports and copies of medical records, ensuring appropriate authorisation and turnaround times.
-
Advise patients on applicable fees for private (non-GMS) services, process payments, and issue receipts in line with practice policy.
-
Liaise with hospitals and external providers to ensure patients receive appropriate appointments and follow-ups.
-
Monitor and manage workflow systems to ensure all tasks are completed within required timeframes.
-
Maintain up-to-date scanning and document filing processes.
-
Support call and recall systems to ensure patients are invited for relevant reviews, screenings, and follow-ups.
-
Process and distribute incoming and outgoing mail efficiently.
-
Process pathology results via electronic systems in accordance with practice protocols.
-
Manage online requests, including patient queries and emails, ensuring timely and appropriate responses.
-
Undertake accurate data entry, coding, and summarising of patient records in line with clinical standards.
-
Respond to enquiries from patients, colleagues, healthcare professionals, and external organisations in a professional and timely manner.
-
Provide general administrative support including document preparation, filing, photocopying, and scanning.
-
Support delivery of the Quality Outcomes Framework (QOF) and other contractual requirements.
-
Assist with audits, data collection, and risk management activities.
-
Attend non-clinical meetings as required and provide accurate minute taking.
-
Maintain and update the practice website as required.
-
Report building or facilities issues in the absence of management.
-
Provide first-line support for basic IT issues and escalate where necessary.
Additional Duties
-
Provide reception cover as required, including processing repeat prescriptions and ensuring prescriptions are ready within 48 hours where appropriate.
-
Prepare clinical rooms for surgeries and ensure adequate stock of consumables.
-
Deliver an efficient and patient-focused reception service.
-
Handle general enquiries, explain procedures, and book appointments appropriately.
-
Use judgement to prioritise and manage patients requiring urgent attention without disrupting service flow.
-
Register new patients and temporary residents, ensuring all procedures are completed accurately.
-
Manage telephone calls, including taking and relaying messages accurately and promptly.
-
Record home visit requests clearly and escalate to the Duty Doctor where appropriate.
-
Act on clinician requests for further information, ensuring all documentation and follow-up actions are completed.
-
Support the review and updating of practice policies and procedures as required.
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:
- 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 recognise 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.
The above list of duties is not exhaustive and may be subject to change as deemed necessary.
Job description
Job responsibilities
Duties and Responsibilities
Duties and responsibilities may vary from time to time under the direction of the Business Practice Manager and Partners, depending on practice workload, staffing levels, and evolving service needs. All tasks must be carried out in accordance with practice policies, procedures, and relevant guidelines.
Main Duties and Responsibilities
-
Manage and maintain document workflow systems, ensuring timely and accurate processing of all incoming and outgoing clinical correspondence.
-
Process referrals in the absence of the medical secretary, ensuring compliance with practice protocols and timely submission.
-
Manage requests for medical reports, including insurance reports and copies of medical records, ensuring appropriate authorisation and turnaround times.
-
Advise patients on applicable fees for private (non-GMS) services, process payments, and issue receipts in line with practice policy.
-
Liaise with hospitals and external providers to ensure patients receive appropriate appointments and follow-ups.
-
Monitor and manage workflow systems to ensure all tasks are completed within required timeframes.
-
Maintain up-to-date scanning and document filing processes.
-
Support call and recall systems to ensure patients are invited for relevant reviews, screenings, and follow-ups.
-
Process and distribute incoming and outgoing mail efficiently.
-
Process pathology results via electronic systems in accordance with practice protocols.
-
Manage online requests, including patient queries and emails, ensuring timely and appropriate responses.
-
Undertake accurate data entry, coding, and summarising of patient records in line with clinical standards.
-
Respond to enquiries from patients, colleagues, healthcare professionals, and external organisations in a professional and timely manner.
-
Provide general administrative support including document preparation, filing, photocopying, and scanning.
-
Support delivery of the Quality Outcomes Framework (QOF) and other contractual requirements.
-
Assist with audits, data collection, and risk management activities.
-
Attend non-clinical meetings as required and provide accurate minute taking.
-
Maintain and update the practice website as required.
-
Report building or facilities issues in the absence of management.
-
Provide first-line support for basic IT issues and escalate where necessary.
Additional Duties
-
Provide reception cover as required, including processing repeat prescriptions and ensuring prescriptions are ready within 48 hours where appropriate.
-
Prepare clinical rooms for surgeries and ensure adequate stock of consumables.
-
Deliver an efficient and patient-focused reception service.
-
Handle general enquiries, explain procedures, and book appointments appropriately.
-
Use judgement to prioritise and manage patients requiring urgent attention without disrupting service flow.
-
Register new patients and temporary residents, ensuring all procedures are completed accurately.
-
Manage telephone calls, including taking and relaying messages accurately and promptly.
-
Record home visit requests clearly and escalate to the Duty Doctor where appropriate.
-
Act on clinician requests for further information, ensuring all documentation and follow-up actions are completed.
-
Support the review and updating of practice policies and procedures as required.
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:
- 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 recognise 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.
The above list of duties is not exhaustive and may be subject to change as deemed necessary.
Person Specification
Experience
Essential
- Experience of Microsoft Office software role contains the use of Microsoft Outlook
- Experience of dealing with the public/patients 2 years experience of working in a customer service environment
- Experience of EMIS clinical system
Desirable
- Experience of working with external agencies
Person Specification
Experience
Essential
- Experience of Microsoft Office software role contains the use of Microsoft Outlook
- Experience of dealing with the public/patients 2 years experience of working in a customer service environment
- Experience of EMIS clinical system
Desirable
- Experience of working with external agencies
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.
