About this role
Job summary
We are seeking a highly organised, proactive, and experienced Senior Administrator to join our busy and friendly practice, Cloister Road Surgery.
The successful candidate will play a key role in ensuring the smooth day-to-day operation of administrative services across the practice. They will lead and support a team of administrators while delivering efficient, patient-focused services that contribute to high standards of care, regulatory compliance, and practice performance.
Main duties of the job
The role involves overseeing patient registration processes, clinical recall programmes, document management, workflow allocation, referral processing, prescription support, and the maintenance of accurate patient records using SystmOne. The post holder will also support the achievement of Quality and Outcomes Framework (QOF) targets and other contractual requirements through effective patient recall and engagement processes.
As a Senior Administrator, you will act as a point of escalation for administrative queries, contribute to service improvement initiatives, support staff development, and work collaboratively with clinicians, management, and external agencies to ensure safe, efficient, and high-quality patient care.
About us
Cloister Road Surgery is a well-established and forward-thinking GP practice committed to delivering high-quality, patient-centered care. We are a friendly training practice, serving a population of over 10,000 patients and just off the A40 with good public transport connections.
Our modern, purpose-built premises provide an excellent working environment, featuring eight spacious consulting rooms used by our multidisciplinary team, including GPs, Pharmacists, Nurses and Healthcare Assistants.
We are committed to creating an inclusive and accessible environment for both patients and staff. Joining Cloister Road Surgery means becoming part of a supportive, collaborative team dedicated to delivering outstanding care while fostering professional development and continuous improvement.
Job description
Job responsibilities
- The post-holder will strive to maintain quality within the practice, and will:
- Provide day-to-day supervision and support to the administration team.
- Oversee patient registration and registration workflow processes.
- Manage document scanning, coding, and workflow allocation through SystmOne.
- Coordinate and monitor recall programmes including:
- QOF recalls
- Cytology recalls
- Immunisation recalls
- NHS Health Check recalls
- Learning Disability recalls
- Diabetes recalls
- Support the management of appointment scheduling and patient communications.
- Process referrals, prescriptions, and clinical administration tasks.
- Maintain accurate and up-to-date patient records in accordance with information governance requirements.
- Liaise with external organisations regarding the archiving and retrieval of patient medical records.
- Monitor administrative performance and identify opportunities to improve efficiency and patient experience.
- Support practice manager and partners in achieving operational and service delivery objectives.
- Assist with staff training, induction, and development of administrative procedures.
- Promote a culture of quality improvement, teamwork, and patient-centred care.
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
- The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
- Contribution to the implementation of services:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Qualifications
Essential
- GCSEs (or equivalent)
Experience
Essential
- Experience working within a GP Practice
- Experience using SystmOne
- Knowledge of QOF and patient recall systems.
Desirable
- Experience supervising or mentoring administrative staff within a healthcare setting.
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
Cloister Road Surgery
Address
41-43 Cloister Road
Acton
W3 0DF
United Kingdom
Employer's website
https://www.cloisterroadsurgery.co.uk/ (Opens in a new tab)