About this role
Job summary
We are a friendly and growing GP practice caring for approximately 8,160 patients and led by three GP Partners. Due to continued growth within St Neots, we are looking to recruit a reliable and organised GP Assistant Administrator to join our team.
This administrative role will involve processing new patient registrations, requesting and returning medical records via Primary Care Support England (PCSE), managing the movement and storage of patient records, and supporting the practice with a range of registration and records administration tasks.
We pride ourselves on being a welcoming practice with a skilled multidisciplinary team, offering a supportive working environment where all staff play a valued role in delivering high-quality patient care. Benefits include on-site parking and full training for the right candidate.
The role is for one day per week (7 paid hours), 9:00am to 5:00pm with a one-hour unpaid lunch break. The working day can be Wednesday, Thursday or Friday.
Previous GP practice or NHS experience would be advantageous; however, full training will be provided for the right candidate. We are looking for someone with excellent attention to detail, strong organisational skills, and the ability to work accurately, confidentially and independently.
If you are looking for a rewarding administrative role within primary care and would like to join a friendly, expanding practice, we would love to hear from you.
Main duties of the job
The successful candidate will support the administration of patient records and registrations within the practice. Duties will include processing incoming and outgoing medical records, requesting and returning notes via PCSE, managing records sent to our approved storage provider, and ensuring all work is completed accurately and within required timescales.
The role will also involve processing new patient registrations, entering information onto the clinical system, and maintaining accurate patient records in line with practice procedures. A high level of attention to detail is essential, with confidentiality, accuracy and data quality being key aspects of the role.
We are looking for someone who is organised, conscientious, able to work independently and takes pride in producing high-quality work. The successful candidate will be expected to manage their workload effectively and ensure tasks are completed in a timely manner.
As part of our team approach, the successful candidate may be required to provide reception or administrative support on their usual working day when colleagues are on annual leave or absent, helping to ensure services continue to run smoothly for patients.
Previous GP practice or NHS experience would be advantageous; however, full training will be provided for the right candidate. This role would suit someone with strong administrative skills who is committed to maintaining high standards of professionalism, accuracy and patient confidentiality.
About us
Almond Road Surgery is a friendly and growing GP practice caring for approximately 8,160 patients in St Neots. The practice is led by three supportive GP Partners and one Salaried GP and is committed to providing high-quality patient care.
As a training practice, we support four GP Registrars and Student Nurses. Our multidisciplinary team includes Advanced Nurse Practitioners, Practice Nurses, Healthcare Assistants, Phlebotomists, GP Assistants, and an experienced administration and reception team. We also work closely with our Primary Care Network colleagues, including Pharmacists, Paramedics, a Physiotherapist, an Advanced Clinical Practitioner and a Social Prescriber.
The practice has recently undergone refurbishment and continues to expand alongside the growing local population. We are proud of our positive patient feedback and supportive working culture.
Staff wellbeing is important to us. We hold monthly Protected Learning Time sessions, celebrate staff birthdays with team lunches, and enjoy social events throughout the year, including a summer BBQ.
We offer a welcoming, supportive environment where teamwork, learning and development are encouraged, making Almond Road Surgery an excellent place to work.
Job description Job responsibilities
Job Description
Job Title: GP Assistant Administrator
Hours: 7 Hours Per Week (One Day Per Week, 9:00am to 5:00pm with a One-Hour Unpaid Lunch Break)
Reports To: Practice Manager
Location: Almond Road Surgery, St Neots
Job Summary
The GP Assistant Administrator will provide essential administrative support to ensure the accurate and efficient management of patient records, registrations and routine administrative processes within the practice. The post holder will be responsible for processing medical records, patient registrations, repeat prescription requests, online access applications and liaising with Primary Care Support England (PCSE), whilst maintaining high standards of confidentiality, accuracy and data quality.
The role requires excellent attention to detail, strong organisational skills, and the ability to work independently whilst supporting the wider practice team.
Main Duties and ResponsibilitiesMedical Records Management
Process incoming and outgoing patient medical records in accordance with practice procedures.Request patient records from Primary Care Support England (PCSE) for newly registered patients.Return records to PCSE for patients who have left the practice.Manage the transfer, receipt and tracking of patient records.Coordinate the secure storage of patient records using the practice's approved storage provider.Ensure patient records are maintained accurately and securely.Monitor outstanding records requests and take appropriate follow-up action where required.Maintain accurate records of all medical records activity.Patient Registrations
Process new patient registration applications.Register patients onto the clinical system in accordance with practice procedures.Ensure all patient demographic information is entered accurately.Verify patient information and supporting documentation as required.Ensure registrations are processed promptly and within agreed timescales.Identify and resolve data quality issues relating to patient records.Assist with amendments and updates to patient demographic information where required.Prescriptions and Online Services
Process repeat prescription requests in accordance with practice protocols.Process online access requests and ensure appropriate patient identification and verification procedures have been completed.Assist patients with queries relating to online services where appropriate.Escalate any concerns or queries regarding patient access requests as required.Clinical System Administration
Accurately enter patient information onto the clinical system.Maintain the integrity and accuracy of electronic patient records.Undertake routine administrative tasks associated with patient registrations and records management.Action tasks and workflow items allocated to the role.Escalate any queries regarding patient records to the appropriate clinician or manager.Administrative Support
Provide general administrative support to the practice as required.Assist with scanning, filing and document management processes.Process incoming clinical and administrative correspondence as directed.Support data quality and records management projects.Undertake photocopying, correspondence and other administrative duties as required.Support the smooth day-to-day running of administrative functions within the practice.Reception and Practice Support
As part of the practice team, provide reception or administrative support on the post holder's usual working day during periods of annual leave, sickness absence or operational need.Support colleagues in maintaining service delivery and patient access.Undertake any other reasonable duties appropriate to the role.Confidentiality and Information Governance
The post holder will:
Maintain strict confidentiality at all times.Handle patient information in accordance with Data Protection legislation, Information Governance requirements and practice policies.Ensure all patient information is processed securely and appropriately.Report any actual or potential confidentiality breaches immediately.Maintain confidentiality both during and after employment with the practice.Communication
The post holder will:
Communicate professionally and effectively with patients, colleagues and external organisations.Liaise with PCSE and other healthcare organisations regarding patient records and registrations.Respond to enquiries in a courteous and timely manner.Escalate concerns or issues appropriately.Quality and Accuracy
The post holder will:
Demonstrate a high level of attention to detail.Ensure all work is completed accurately and within required timescales.Maintain high standards of data quality.Take pride in producing work of a consistently high standard.Follow practice procedures and policies at all times.Personal Development
The post holder will:
Participate in training relevant to the role.Attend mandatory training as required.Participate in appraisal and performance review processes.Maintain and develop knowledge appropriate to the position.Engage with learning opportunities provided by the practice.Health and Safety
The post holder will:
Adhere to all practice Health and Safety policies and procedures.Report accidents, incidents or hazards promptly.Work in a safe manner at all times.Support the maintenance of a safe working environment for patients, staff and visitors.Equality and Diversity
The post holder will:
Treat patients, colleagues and visitors with dignity and respect.Promote equality, diversity and inclusion.Act in accordance with practice policies relating to equality and diversity.General
This job description is intended as a guide to the principal duties and responsibilities of the post and is not intended to be an exhaustive list. The post holder may be required to undertake other duties appropriate to the grade and responsibilities of the role to meet the changing needs of the practice.
The post holder is expected to work flexibly, demonstrate a positive and professional attitude, work as part of the wider practice team and contribute to the continued success and development of Almond Road Surgery.
Person Specification
Experience Essential
Previous administrative experience. Experience of working in a busy office environment. Experience of handling confidential information. Experience of data entry with a high degree of accuracy. Experience of managing and prioritising workload effectively. Experience of working independently and as part of a team.
Desirable
Previous NHS experience. Previous General Practice experience. Experience of working with patient records. Experience of processing patient registrations. Experience of processing repeat prescription requests. Experience of processing online access requests. Experience of using SystmOne.
Qualifications Essential
Essential Educated to GCSE level or equivalent, including English and Mathematics. Good standard of written and verbal communication. Competent IT skills, including Microsoft Office applications and the ability to learn new systems.
Desirable
Desirable NVQ Level 2 or 3 in Business Administration or equivalent. Qualification in administration, customer service or healthcare administration.
Additional Criteria Essential
Excellent attention to detail and accuracy. Ability to maintain strict confidentiality. Strong organisational and time management skills. Ability to prioritise workload and meet deadlines. Professional, friendly and approachable manner. Ability to work effectively within a team. Reliable and dependable with a positive attitude. Commitment to delivering a high standard of service. Understanding of the importance of data protection and information governance. Ability to adapt to changing service requirements. Willingness to undertake training relevant to the role.
Desirable
Knowledge of Primary Care Support England (PCSE) processes. Understanding of General Practice systems and procedures. Knowledge of patient registration processes. Ability to identify and resolve data quality issues. Interest in personal and professional development.
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 Almond Road Surgery
Address Almond Road
St. Neots
Cambridgeshire
PE19 1DZ
United Kingdom
Employer's website https://www.almondroadsurgery.org.uk/ (Opens in a new tab)