Administrator

Job description

Job responsibilities

1. Processing Private Medical Reports & Forms

Managing requests for private work such as:

1. Subject Access Requests (SAR) for solicitors, insurers, or third parties
2. Insurance medical reports (e.g., Life insurance, Critical illness, Income protection)
3. DVLA medical forms and assessments
4. Adoption and fostering medicals
5. Medical records summaries for third parties
6. Insurance medical reports (e.g., Life insurance, Critical illness, Income protection)
7. Employment medicals and pre-employment health questionnaires
8. Firearm licensing health forms
9. Holiday cancellation forms
10. Any other non-NHS work

Ensuring all private work requests are logged, tracked, and completed within agreed timeframes.

Liaising with clinicians to allocate private work, ensuring workloads and deadlines are balanced.

Receiving, logging, and acknowledging all private work requests upon arrival.

Reviewing requests for completeness and suitability before allocating to clinicians.

Ensuring the correct consent is in place before processing any medical information.

Tracking progress of each request and update logs, spreadsheets, or workflow systems.

Liaising with clinicians to allocate work based on availability and urgency.

Monitoring turnaround times and ensuring requests are completed within agreed deadlines.

Proofreading finished reports/forms for accuracy and completeness (non-clinical elements only).

Preparing completed documents for collection, posting, or secure digital transfer.

Invoicing & Payments

• Generating invoices for private administrative services.
• Providing receipts and updating patient or third-party accounts accordingly.

Communication & Compliance

• Communicating with solicitors, insurers, employers, and other third parties professionally and in line with confidentiality rules.
• Ensuring all private work complies with practice policies, GDPR, and medico-legal standards.
• Responding to queries regarding fees, processing times, and documentation requirements.

Where needed, the postholder will be expected to help the wider back-office administrative team with the following:

• Patient registrations and deductions, including updating electronic links.
• Scanning of documents onto the patient record.
• Workflow of documents received into the Practice.
• Reviewing unallocated tasks and taking appropriate actions
• Supporting the clinical team with making referrals to other providers
• Responding to patient and clinician queries as needed.
• Any other reasonable task

Person Specification

Qualifications

Essential

• GCSE Grade A to C in English and Maths (or equivalent)

Experience

Essential

• Experience in a fast paced administrative role
• Experience of working in a self directed manner
• Experience of speaking to patients/service users/customers
• Experience of using IT systems (above and beyond Microsoft Office)

Desirable

• Experience of working in a GP practice

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.

Employer details

Employer name

Leylands Medical Centre

Address

81 Leylands Lane

Heaton

Bradford

BD9 5PZ

Employer's website

https://www.leylandsmedicalcentre.nhs.uk (Opens in a new tab)