About this role
Job summary
The GP Surgery Administrator plays a vital role in ensuring the smooth and efficient operation of a General Practice (GP) surgery. Acting as a key point of contact for patients, clinical staff, external healthcare providers, and other stakeholders, the Administrator is responsible for supporting the delivery of high-quality primary healthcare services through effective administration, communication, and organisational skills.
This position requires a professional, patient-focused individual who is able to work accurately in a fast-paced healthcare environment while maintaining confidentiality and adhering to NHS policies, procedures, and regulations. The GP Surgery Administrator contributes significantly to patient experience by providing efficient appointment management, maintaining accurate patient records, supporting clinical workflows, and assisting with various operational functions within the practice.
As a member of the wider practice team, the Administrator works collaboratively with GPs, nurses, healthcare assistants, management staff, and external organisations to ensure that patients receive timely and effective care. The role demands excellent interpersonal skills, attention to detail, adaptability, and a commitment to delivering exceptional customer service.
Main duties of the job
Responsibilities include:
Managing GP, nurse, and clinician appointment schedules. Supporting appointment optimisation to maximise clinical capacity. Monitoring waiting times and supporting patient access initiatives. Processing referrals to secondary care services and community healthcare providers. Tracking referral outcomes and following up outstanding information when required. Supporting urgent and routine appointment workflows. Assisting with patient recall programmes and healthcare campaigns.The Administrator must understand appointment procedures and be able to prioritise patient needs appropriately while following established practice protocols.
Inputting and updating data accurately.
Generating reports as requested by management.Supporting staff with system navigation and processes.Monitoring tasks and workflows.Ensuring information is processed in line with operational requirements
Processing referrals to secondary care services and community healthcare providers.Tracking referral outcomes and following up outstanding information when required.Supporting urgent and routine appointment workflows.Assisting with patient recall programmes and healthcare campaigns.
The position offers an opportunity to make a meaningful contribution to the healthcare system while working within a supportive, multidisciplinary environment dedicated to improving the health and wellbeing of the local community.
About us
The practice provides comprehensive primary healthcare services to patients living in Buckhurst Hill and the surrounding areas, delivering accessible, high-quality, patient-centred care through a multidisciplinary team of healthcare professionals.
The practice is committed to promoting the health and wellbeing of its local community by offering a wide range of medical services, including routine GP consultations, chronic disease management, vaccinations, health screenings, preventive healthcare, and referral services. We work closely with patients, carers, community services, and local healthcare providers to ensure coordinated and effective care. [kingsmedic...ntre.co.uk], [cqc.org.uk]
The practice operates with a multidisciplinary workforce that includes General Practitioners, nurses, pharmacists, paramedics, healthcare professionals, physiotherapists, dietitians, social prescribers, and administrative support staff. This collaborative approach ensures patients receive timely access to the most appropriate healthcare professional for their needs.
Kings Medical Centre offers a broad range of clinical services, including:
General medical consultationsChronic disease management (including diabetes and asthma)Child immunisations and vaccinationsTravel health servicesSmoking cessation supportLearning disability health checksMinor surgery proceduresMaternity and family planning servicesDiagnostic and screening servicesHealth promotion and preventative care programmes
Job description Job responsibilities
Up to three days per week
OverviewThe GP Surgery Administrator plays a vital role in ensuring the smooth and efficient operation of a General Practice (GP) surgery. Acting as a key point of contact for patients, clinical staff, external healthcare providers, and other stakeholders, the Administrator is responsible for supporting the delivery of high-quality primary healthcare services through effective administration, communication, and organisational skills.
This position requires a professional, patient-focused individual who is able to work accurately in a fast-paced healthcare environment while maintaining confidentiality and adhering to NHS policies, procedures, and regulations. The GP Surgery Administrator contributes significantly to patient experience by providing efficient appointment management, maintaining accurate patient records, supporting clinical workflows, and assisting with various operational functions within the practice.
As a member of the wider practice team, the Administrator works collaboratively with GPs, nurses, healthcare assistants, management staff, and external organisations to ensure that patients receive timely and effective care. The role demands excellent interpersonal skills, attention to detail, adaptability, and a commitment to delivering exceptional customer service.
Purpose of the RoleThe primary purpose of the GP Surgery Administrator role is to provide comprehensive administrative support to the practice, ensuring that operational processes run efficiently and effectively. The Administrator serves as a central link between patients and healthcare professionals, helping to facilitate access to services while supporting the delivery of safe, high-quality patient care.
The role encompasses a range of administrative responsibilities including patient registration, appointment scheduling, data management, correspondence handling, document processing, and maintaining compliance with healthcare regulations. Through effective organisation and communication, the Administrator helps the practice meet its contractual obligations, quality standards, and patient care objectives.
Key ResponsibilitiesPatient Services and Reception SupportThe Administrator is often the first point of contact for patients contacting or visiting the surgery. Responsibilities include:
Greeting patients and visitors in a professional, courteous, and friendly manner.Managing incoming telephone calls and directing enquiries appropriately.Booking, amending, and cancelling appointments using clinical systems.Assisting patients with online services, registration processes, and general enquiries.Handling patient requests for prescriptions, referrals, test results, and medical reports in accordance with practice procedures.Managing patient flow within the surgery and maintaining an organised reception environment.Providing information regarding practice services, opening hours, and healthcare resources.Responding to patient concerns and complaints sensitively and escalating issues when necessary.The Administrator is expected to promote excellent customer service while ensuring all interactions reflect the values and standards of the practice.
Patient Records and Data ManagementAccurate record keeping is essential within primary care. The Administrator is responsible for:
Registering new patients and processing patient deductions and transfers.Maintaining accurate electronic patient records.Scanning, coding, and filing medical documents into patient records.Updating patient demographic information and contact details.Processing correspondence received from hospitals, community services, and other healthcare providers.Supporting the management of recall systems for long-term conditions, vaccinations, and screening programmes.Ensuring data quality standards are maintained.Identifying and correcting inconsistencies within patient records when appropriate.All record management tasks must be completed with a high level of accuracy and in compliance with relevant legislation, including GDPR and confidentiality requirements.
Administrative SupportThe GP Surgery Administrator provides broad administrative support across the practice, including:
Preparing and distributing letters, reports, and correspondence.Managing incoming and outgoing mail, emails, and electronic communications.Supporting document management and filing systems.Assisting with meeting arrangements, agendas, and minute taking when required.Maintaining administrative databases and spreadsheets.Processing requests for insurance reports, medical records, and subject access requests.Supporting practice projects and improvement initiatives.Assisting with policy reviews and document control procedures.The Administrator ensures that all documentation is completed accurately, professionally, and within required timescales.
Appointment and Referral AdministrationEffective appointment management is critical to patient access and service delivery. Responsibilities include:
Managing GP, nurse, and clinician appointment schedules.Supporting appointment optimisation to maximise clinical capacity.Monitoring waiting times and supporting patient access initiatives.Processing referrals to secondary care services and community healthcare providers.Tracking referral outcomes and following up outstanding information when required.Supporting urgent and routine appointment workflows.Assisting with patient recall programmes and healthcare campaigns.The Administrator must understand appointment procedures and be able to prioritise patient needs appropriately while following established practice protocols.
Information Governance and ConfidentialityThe role requires strict adherence to confidentiality and information governance regulations. The Administrator must:
Maintain patient confidentiality at all times.Follow GDPR, NHS information governance standards, and practice policies.Ensure sensitive information is handled securely.Report any data breaches or information security concerns promptly.Participate in mandatory information governance training.Maintain secure storage and disposal of confidential documents.A thorough understanding of confidentiality obligations is essential due to regular access to sensitive patient information.
Clinical System SupportThe Administrator uses a variety of healthcare systems and digital platforms, including:
Clinical patient record systems.NHS digital services and applications.Appointment booking software.Electronic referral systems.Online consultation platforms.Document management systems.Responsibilities may include:
Inputting and updating data accurately.Generating reports as requested by management.Supporting staff with system navigation and processes.Monitoring tasks and workflows.Ensuring information is processed in line with operational requirements.The ability to learn and effectively use multiple digital platforms is a key aspect of the role.
Compliance and Quality AssuranceThe Administrator contributes to the practice's compliance framework by:
Following established organisational policies and procedures.Supporting Care Quality Commission (CQC) requirements.Assisting with audits and quality improvement activities.Maintaining accurate records to support regulatory compliance.Participating in training and development activities.Contributing to service reviews and continuous improvement initiatives.The role supports the achievement of high standards in patient care, safety, and organisational performance.
Working RelationshipsThe GP Surgery Administrator works closely with a range of individuals and organisations, including:
Internal RelationshipsGeneral Practitioners (GPs)Practice ManagerAssistant Practice ManagerReception TeamNursing TeamHealthcare AssistantsClinical PharmacistsSocial PrescribersAdministrative and Secretarial StaffExternal RelationshipsPatients and CarersHospitals and Secondary Care ProvidersCommunity Healthcare ServicesIntegrated Care Boards (ICBs)NHS EnglandLocal AuthoritiesPharmaciesExternal Contractors and Service ProvidersMaintaining positive and professional relationships is essential to the success of the role.
Person Specification
Qualifications Essential
GCSE A-C in English and Maths
Personal Qualities Essential
Personal Qualities The successful GP Surgery Administrator will demonstrate: Professionalism and integrity. Compassion and empathy towards patients. Reliability and accountability. Flexibility and adaptability. A positive and proactive attitude. Commitment to excellent customer service. Strong teamwork and collaboration skills. Ability to remain calm under pressure. Discretion and respect for confidentiality. These qualities are essential when working within a healthcare environment where patient needs and operational priorities can change rapidly. Essential Knowledge Understanding of administrative processes within healthcare settings. Awareness of patient confidentiality and information governance requirements. Knowledge of customer service principles. Understanding of data protection legislation. Essential Skills Excellent verbal and written communication skills. Strong organisational and time management abilities. High level of accuracy and attention to detail. Ability to prioritise workloads effectively. Competence in Microsoft Office applications, including Outlook, Word, and Excel. Ability to use healthcare systems and digital platforms. Professional telephone manner. Problem-solving and decision-making skills. Ability to work independently and as part of a team. Essential Experience Previous administrative or reception experience. Experience managing confidential information. Experience working within a customer service environment.
Desirable
Desirable Experience Experience within a GP surgery, NHS, or healthcare setting. Familiarity with clinical systems such as EMIS Web or SystmOne. Experience handling patient enquiries and healthcare administration. Knowledge of NHS services and pathways.
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 Kings Medical Centre
Address Kings Medical Centre
23 Kings Avenue
Buckhurst Hill
Essex
IG9 5LP
United Kingdom
Employer's website https://www.kingsmedicalcentre.co.uk (Opens in a new tab)