About this role
Job summary
The Senior Administrator plays a vital role in supporting the safe and effective delivery of patient care through the accurate management of clinical correspondence, referrals & electronic patient records. The post holder will be responsible for processing incoming & outgoing clinical documentation, including hospital letters, discharge summaries, investigation results and other healthcare communications, ensuring all information is correctly scanned, coded, filed and allocated within EMIS. Working as part of a busy practice team, they will monitor workflow systems, identify correspondence requiring clinical review, escalate urgent information appropriately, & maintain the highest standards of confidentiality, accuracy & patient safety at all times.
The role also provides comprehensive secretarial and administrative support to GPs & the wider clinical team, including the preparation and processing of referrals, correspondence, reports and other documentation. The post holder will liaise with hospitals, community services & other healthcare providers, assist with arranging investigations & follow-up actions, & support the day-to-day management & processing of incoming & outgoing post. This position requires excellent organisational & communication skills, strong attention to detail, the ability to manage competing priorities & a commitment to maintaining efficient administrative processes while delivering a high-quality service to patients and colleagues.
Main duties of the job
The role provides clinical administration, medical secretarial & document management support to the practice. Key duties include processing & accurately filing clinical correspondence, managing referrals, supporting clinicians with reports & correspondence, administering private work & payments, handling post, monitoring workflows & responding to enquiries from patients, healthcare professionals & external organisations.
About us
Dunster & Porlock Surgeries are a friendly, forward-thinking GP practice serving our local communities with a strong emphasis on patient care, innovation, and teamwork. We are committed to developing our staff and providing a supportive environment for learning and growth.
We are a rural dispensing practice with two sites in Dunster and Porlock, serving approximately 8,600 patients. We have excellent GP partners and salaried GP's, nursing and administrative teams and are committed to providing high-quality, personalised care to our local communities.
Job description Job responsibilities
Key responsibilities
1. Clinical Workflow, Records and Document Management
Process incoming clinical correspondence, including hospital letters, discharge summaries, outpatient correspondence and investigation results. Scan, code, file and maintain clinical documents within EMIS and other practice systems, ensuring information is accurately attached to the correct patient record. Verify patient identifiers before adding information to records and maintain the highest standards of confidentiality and patient safety. Allocate correspondence requiring clinical review to the appropriate clinician and escalate urgent or clinically significant information promptly. Monitor workflow queues, maintain organised document management systems and report any filing, identification or data quality concerns. 2. Medical Secretarial and Private Work Administration
Prepare and process referrals to secondary care, community services and other healthcare providers, ensuring all supporting information is included. Provide administrative and secretarial support to clinicians, including preparing correspondence, reports, forms and arranging follow-up actions where required. Monitor referral and administrative work progress, liaising with hospitals, healthcare organisations and external agencies as necessary. Administer private work requests, including reports, letters, insurance, legal and occupational health documentation, ensuring appropriate consent, accurate record-keeping and timely completion. Process private work invoicing, payments and associated correspondence in accordance with practice procedures. 3. Post Management and General Administrative Support
Open, sort, distribute and process incoming and outgoing post and correspondence in a timely and secure manner. Prepare documents for postage and manage returned or incorrectly addressed correspondence. Maintain organised administrative systems and support the efficient operation of the workflow and secretarial function. Respond professionally to enquiries from patients, healthcare professionals and external organisations. Undertake general administrative duties as required to support the smooth running of the practice.
Person Specification
Qualifications Essential
Good standard of general education, including GCSE English and Mathematics (or equivalent).
Desirable
Qualification in Business Administration, Medical Administration or a related field. Medical terminology training. EMIS or other clinical system training. NHS, Information Governance or Data Protection training.
Experience Essential
Previous administrative experience. Experience working in a busy office or healthcare environment. Experience handling confidential information. Experience managing competing priorities and deadlines. Excellent organisational, communication and prioritisation skills. Strong attention to detail and accuracy. Ability to work independently and as part of a team. Confident use of computerised systems, including Microsoft Office and electronic patient record systems. Ability to maintain confidentiality and handle sensitive information appropriately. Reliable, professional and patient focused. Resilient and calm under pressure. Flexible, proactive and adaptable. Able to build positive working relationships with colleagues and stakeholders. Committed to high standards of patient safety and service delivery.
Desirable
Experience working in a GP practice, primary care or NHS setting. Medical secretarial or healthcare administration experience. Proficiency in EMIS or similar clinical systems. Experience managing clinical correspondence, medical records and NHS referrals. Knowledge of NHS referral pathways and secondary care services.
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 Dunster And Porlock Surgeries
Address Dunster Surgery
West Street
Dunster
Minehead
Somerset
TA24 6SN
United Kingdom
Employer's website https://www.dunsterandporlocksurgeries.co.uk/ (Opens in a new tab)