About this role
Job summary
We are looking for an organised, reliable and enthusiastic Practice Administrator to join our busy and friendly team at Sidcup Medical Centre.
This is a varied role providing administrative support across the Practice and would suit someone who enjoys working as part of a team, has excellent attention to detail and takes pride in producing accurate, high-quality work.
An important part of the role will involve learning how to process incoming clinical documents and correspondence and record relevant information accurately within patients' clinical records. Full training will be provided, together with competency assessments before this work is undertaken independently.
Previous NHS or General Practice experience would be an advantage but is not essential. We are particularly interested in candidates with strong administrative and IT skills who are willing to learn and develop within the role.
Main duties of the job
The successful candidate will undertake a broad range of administrative duties to support the effective day-to-day running of the Practice.
A key responsibility will be processing incoming clinical documents and correspondence, ensuring information is accurately recorded, filed and directed to the appropriate clinician or team when further action is required. Full training will be provided for this aspect of the role.
Other responsibilities will include managing administrative emails, maintaining accurate records and filing systems, preparing correspondence, supporting patient registrations and record updates, and assisting with medical reports and other documentation.
The role will involve regular use of clinical and administrative IT systems and working closely with members of our clinical, administrative and management teams. The post-holder may also provide reception or other administrative support when required
About us
Sidcup Medical Centre is a busy GP Practice providing primary care services to our local patient population across five Practice sites.
We have a diverse team of clinical, administrative and support staff who work together to provide high-quality patient care. Our administrative teams play an important role in ensuring information is processed accurately, patients are supported effectively and our clinical teams have the information they need.
We value professionalism, accuracy, confidentiality, teamwork and a willingness to learn. The successful candidate will receive training and support to become confident in our systems and processes, including the processing and annotation of clinical correspondence.
As we operate across five sites, flexibility is essential. The successful candidate will be required to work at any of our Practice sites according to the operational needs of the Practice.
This is an excellent opportunity for an experienced administrator who would like to develop their skills and become a valued member of a busy and supportive General Practice team.
Job description
Job responsibilities
Job Description
Practice Administrator
Location
Sidcup Medical Centre
Reports to
Practice Management Team
Role Overview
The Practice Administrator provides essential administrative and clerical support to help ensure the smooth and efficient running of the GP Practice. The post-holder will work closely with the Practice Management Team, clinical staff and non-clinical staff to deliver high-quality administrative processes and support an effective patient service.
A key focus of the role will be learning the Practices processes for managing incoming clinical documents and correspondence, including accurate document annotation and the recording of relevant information within patients clinical records. Full training will be provided, and the post-holder will be expected to complete the required training and competency assessments before undertaking this work independently.
This role requires strong organisational skills, attention to detail, adaptability and the ability to prioritise work effectively in a busy environment.
Main Duties and ResponsibilitiesAdministrative Support
Provide day-to-day administrative support to the Practice Management Team and wider Practice team.
Manage incoming emails in line with the processes in place within the Practice.
Prepare letters, reports and other documentation as required.
Maintain accurate digital filing systems and administrative records.
Assist with general Practice administration and other reasonable duties required to support the effective running of the Practice.
Clinical Document Processing and Annotation
Learn and follow the Practices procedures for managing incoming clinical documents and correspondence.
Review and process documents received electronically or through other approved routes.
Annotate documents accurately and record relevant information within the patients clinical record, in line with Practice protocols and the post-holders training and competency.
File documents to the correct patient record and the appropriate section of the clinical system.
Direct documents requiring review, action or escalation to the appropriate clinician or Practice team member.
Identify documents or information that are unclear, incomplete or outside the post-holders training and seek guidance before processing.
Maintain patient confidentiality and follow information governance, data-protection and record-management requirements at all times.
Complete the required training and competency assessments before processing and annotating documents independently.
Patient Administration
Support patient registrations, deductions and updates to patient records.
Assist with medical reports, insurance forms, subject access requests and related documentation.
Liaise appropriately with hospitals, community services, third-sector providers and other external organisations.
Clinical and Operational Support
Ensure patient information is processed accurately and in line with Practice procedures and data-protection requirements.
Assist with appointment-system monitoring and other operational processes where required.
Escalate documents, queries or concerns promptly and in accordance with agreed Practice processes.
Data Management and Compliance
Maintain accurate data entry on clinical and administrative systems.
Support performance-related administrative tasks by gathering and recording required information.
Assist with updating internal logs, compliance records and monitoring tools, including TeamNet.
Follow GDPR, confidentiality, information governance and Practice policies at all times.
Reception and Front-of-House Support
Provide reception cover when required, ensuring a professional and compassionate service to patients and visitors.
Handle queries, signpost appropriately and support patient flow within the Practice.
General Practice Support
Assist with maintaining Practice policies, procedures and documentation.
Support the Practice Management Team with administrative elements of CQC compliance.
Contribute to continuous improvement and effective team working.
Undertake any other reasonable duties appropriate to the role and required to support the effective running of the Practice.
Person SpecificationEssential
Strong administrative experience, preferably in a busy environment.
Excellent organisational and time-management skills.
A high level of accuracy and attention to detail.
Good IT skills, including Microsoft Office, with the ability and willingness to learn clinical and document-management systems.
Ability to follow detailed procedures and apply training consistently.
Ability to handle confidential and sensitive information appropriately.
Strong written and verbal communication skills.
Ability to work independently and as part of a team.
Ability to prioritise workload and work effectively under pressure.
Willingness to complete training and competency assessments relating to document processing and annotation.
Desirable
Experience in primary care, the NHS or another healthcare setting.
Understanding of GP Practice operations and patient pathways.
Experience of EMIS or another clinical system.
Previous experience of processing clinical correspondence or documents.
Knowledge of QOF, IIF and CQC requirements.
Summary
The Practice Administrator is a core member of the Practice team, providing reliable administrative support and developing the skills required to process and annotate incoming clinical documents accurately. The role requires professionalism, discretion, adaptability and a consistent commitment to accurate record keeping and high-quality administrative support.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
- Strong administrative experience, preferably in a busy environment.
Desirable
- Experience in primary care, the NHS or another 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
Sidcup Medical Centre
Address
Sidcup Medical Centre
2 Church Avenue
Sidcup
Kent
DA14 6BU
United Kingdom
Employer's website
https://www.sidcupmedicalcentre.co.uk (Opens in a new tab)