About this role
Job summary
Join Hawthorn Medical Centre as our Practice Administrator and play a vital role at the heart of a busy, friendly general practice. This is more than just an administrative position its an opportunity to help shape how our practice runs, support a dedicated clinical team, and ensure patients receive an outstanding experience every day.
Were looking for someone who is organised, proactive, and people-focused, with the confidence to manage multiple priorities in a fast-paced environment. As part of our forward-thinking team, youll contribute ideas, embrace new ways of working, and help us continue to improve and grow.
If you thrive in a supportive, team-oriented setting and want to make a real difference in healthcare, wed love to welcome you to Hawthorn Medical Centre.
Main duties of the job
The main duties for the role will include :
-General Administration
-Patient Records & Data Management
-Patient Registration & Access
-Clinical Administration Support
-Patient Communication & Call Handling
-Reporting & Monitoring
-Safeguarding & Compliance
-Reception Support
About us
Hawthorn Medical Centre is Training Practice based near the centre of Swindon, we currently have 12,000 patients and have a strong ethos to train and nuture our staff.
Job description Job responsibilities
Key Responsibilities
General Administration
Monitor and action the administration email inbox in a timely manner Handle phone queries from patients and external organisations professionally Manage incoming tasks via clinical systems and ensure appropriate actioning Process pathology letters and ensure correct coding and filing Create, update, and maintain practice protocols as required Produce patient information leaflets
Patient Records & Data Management
Scan and workflow incoming documents accurately within the clinical system Upload patient records to the National Document Repository Manage records moving in and out of the practice in line with NHS guidelines Update patient demographic details including changes of address, name, and contact information Record and maintain next of kin information Process proof of address documentation and out-of-area letters
Patient Registration & Access
Process new patient registrations (online and in person) Manage patient access to online services, including issuing and processing related letters Grant and manage online access, including proxy access where appropriate
Clinical Administration Support
Process and register births, deaths, and new pregnancies within the system Input vaccination data including flu and COVID-19 immunisations Code clinical data including screening outcomes (e.g. breast screening, diabetic eye screening) Record patient refusals (e.g. pneumococcal, shingles vaccinations) Action prescription exemption certificates (medical and maternity)
Patient Communication & Call Handling
Contact patients to book long-term condition (LTC) reviews Send defaulter letters and SMS reminders Respond to patient queries in a professional and timely manner
Reporting & Monitoring
Run routine patient reports to identify and action outstanding clinical or administrative tasks Support with data quality and ensure accurate coding
Safeguarding & Compliance
Provide general safeguarding administrative support Maintain confidentiality and comply with data protection regulations at all times
Reception Support
Provide reception cover during busy periods, staff shortages, or annual leave Assist with patient check-in, appointment booking, and front-desk enquiries as required
Person Specification
Experience Essential
Previous administrative experience Experience working in a healthcare or customer service environment
Desirable
Experience in General Practice or NHS setting Knowledge of clinical systems (SystmOne) Understanding of medical terminology
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Employer details Employer name Hawthorn Medical Centre
Address May Close
Swindon
SN2 1UU
United Kingdom
Employer's website https://www.hawthornmedicalcentre.co.uk/ (Opens in a new tab)