About this role
Job summary
Are you an experienced, EMIS-trained administrator looking for a rewarding role in a friendly, forward-thinking GP practice? The Willows Medical Practice is seeking a dedicated individual to support our clinical team with a wide range of administrative responsibilities that are vital to patient care and the smooth running of our practice.
As a GP Administrator, youll play a key role in managing clinical correspondence, updating and maintaining accurate patient records, assisting the reception team when needed, and ensuring seamless day-to-day operations through excellent communication and organisational skills. Your attention to detail, adaptability, and commitment to confidentiality will help us deliver high-quality care to our community.
At The Willows, you be part of a supportive, collaborative team that values initiative, professional development, and work-life balance. We offer a welcoming environment where your experience will be appreciated and your contributions make a real difference. If youre looking for a role that combines purpose, variety, and the chance to be part of a practice that truly values its staff, wed love to hear from you.
Main duties of the job
The successful candidate will provide efficient, accurate and professional administrative support to the clinical and wider practice team, helping to ensure the smooth day-to-day running of The Willows Medical Practice.
Main responsibilities include processing clinical correspondence, typing letters and reports, clinical coding, maintaining accurate patient records and managing referrals, including urgent suspected cancer (2WW) referrals. The role also involves scanning and filing documents, processing results, managing recalls, handling subject access requests and responding to administrative queries.
Additional duties include supporting practice administration through invoicing, stock ordering, minute-taking and maintaining accurate records. The postholder will also provide reception support, including answering telephone calls, managing eConsult requests and assisting patients at the front desk.
Previous experience in a GP practice and proficiency in EMIS Web are essential. The ideal candidate will be highly organised, detail-oriented and able to manage competing priorities while maintaining strict patient confidentiality.
A flexible, proactive and collaborative approach is essential to supporting colleagues and delivering a high standard of patient care.
About us
The Willows Medical Practice is a friendly, welcoming and forward-thinking GP practice committed to delivering high-quality, patient-centred healthcare to our local community.
Our experienced team includes four GP partners, supported by practice nurses, healthcare assistants (HCAs) and administrative staff, all working collaboratively to meet the needs of our patients.
We are proud to be rated Good by the Care Quality Commission (CQC). Our services include chronic disease management, minor ailment treatment and specialist clinics. We offer same-day appointments, with patients able to access care face-to-face, by telephone or through online triage.
As a training practice, we are passionate about supporting future healthcare professionals and promoting a culture of learning, development and continuous improvement.
At The Willows, we pride ourselves on our supportive, inclusive and positive working environment. We value teamwork, mutual respect, open communication and a strong work ethic, ensuring every member of staff feels appreciated.
We encourage professional development, staff wellbeing and a healthy work-life balance. Joining our team offers the opportunity to develop your skills, work alongside dedicated colleagues and make a meaningful difference to patient care.
Job description
Job responsibilities
Job Title: General Practice Administrator
Hours: Full-time, 37.5 hours per week Start Time: 7:45 AM Reports to: Practice Manager /Operation Manager
Job Summary
The post-holder is responsible for undertaking a wide range of administrative duties and providing comprehensive support to GPs and the wider clinical team. This includes managing correspondence, maintaining accurate patient records, supporting reception as needed, and ensuring the smooth running of the practice through effective communication and organisation. A high level of confidentiality, attention to detail, and flexibility is essential.
Primary Responsibilities
Typing & Documentation
- Type letters, reports, minutes, and other documentation accurately.
- Input data into patient healthcare records accurately and promptly.
- Manage general administrative queries from internal staff and external parties.
- Process requests for information such as Subject Access Requests, DVLA forms, and insurance reports.
Patient Records & Clinical Coding
- Accurately code clinical information into the patient record based on correspondence.
- Maintain, organise, and summarise patient medical records.
- Audit summaries to ensure quality and consistency.
- Scan and file incoming patient information and ensure all data is correctly assigned.
- File and retrieve paperwork from both electronic and paper records as required.
- Ensure correspondence, reports, and results are filed appropriately in patient notes.
- Trained in processing 2WW referrals and has a good understanding of referral pathways within the Redbridge area.
General Administration
- Respond to telephone queries, take messages, and ensure communication is passed on efficiently.
- Assist with routine administrative duties from doctors and clinical staff.
- Open and distribute post and emails promptly, ensuring all patient-related information is entered into the clinical system.
- Maintain and update the computerised patient registration system:
- Add new registrations, update changes, and process patient removals.
- Assist with tasks such as pathology result handling, immunisation recalls, billing/invoicing, and ordering supplies.
- Maintain tidy, efficient, and organised workspaces.
Reception Support
- Answer telephone calls when required to support the reception team.
- Provide assistance at the front desk during busy periods or staff absences.
- File and appropriately assign eConsults and other incoming digital communications.
- Support reception staff with administrative tasks to ensure smooth service delivery.
IT & Communication
- Use clinical systems such as EMIS effectively and responsibly.
- Keep the Practice or operation manager informed of any problems or system issues.
Confidentiality & Ethics
- Always maintain the confidentiality of patient and practice information.
- Comply with the Practices data protection and information governance policies.
Personal Specification
- Ability to stay calm and professional under pressure
- Methodical and accurate approach to work
- Strong organisational skills
- Effective communication skills, both verbal and written
- Reliable team player with a positive attitude
- Willingness to be flexible and adapt to changing priorities
- High attention to detail
- Able to work independently and take initiative
- Respectful of confidentiality and sensitive information
- Enthusiastic and committed to delivering quality support
- Willing to provide cover for colleagues during absence
- Emis Trained
- Punctuality is a must
- Able to code clinical letters accurately and manage workflow efficiently.
- Able to prioritise practice emails effectively and keep up to date with communications.
Person Specification
Experience
Essential
- Previous experience working in a GP practice or primary care setting
- Experience with patient data entry and document handling
- Proficient in using clinical systems such as EMIS
- Experience managing and prioritising multiple tasks in a busy setting
- Handling confidential information in line with data protection regulations
- Communicating effectively with patients and professionals, both verbally and in writing
- Familiarity with referral pathways, including 2WW referrals
- Experience coding and summarising medical records
- Processing Subject Access Requests and insurance reports
- Handling eConsults, and patient workflow
- Supporting reception/front-desk duties during peak periods or staff absence
- Trained in scanning, workflow management, and document handling
Desirable
- Understanding of NHS policies, procedures, and confidentiality standards
- Knowledge of QOF (Quality and Outcomes Framework) and its relevance
- Awareness of CQC standards and involvement in CQC preparation
- Ability to provide cover across administrative and reception roles when needed
Fully Emis trained
Essential
- Applicants must have prior experience with EMIS
- Please do not apply if you do not meet this requirement.
Qualifications
Essential
- GCSE grade A to C (or equivalent) in English and Maths
- Proficient in using clinical systems, particularly EMIS, ERS
- Excellent written and verbal communication skills
- Strong organisational skills and attention to detail
- Ability to work independently and as part of a team
- Good IT skills, including Microsoft Office (Word, Outlook, Excel)
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
The Willows Medical Practice
Address
Hainault Health Centre
Manford Way
Chigwell
Essex
IG7 4DF
United Kingdom
Employer's website
https://www.willowspractice.co.uk/ (Opens in a new tab)