Senior Administrator - Ashton GP Service @ Gtd Healthcare

Job summary

gtd healthcare is one of the largest, not-for-profit, NHS commissioned primary and urgent care providers in North West England. An excellent opportunity has arisen at Ashton GP Service for a full time Senior Administrator.

Ashton GP Service is a friendly practice serving over 4000 registered patients. The practice is keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community.

The successful candidate will provide senior administrative support as directed for all members of the team providing a focal point for communication within the service and with external agencies. You will ensure administrative and clerical duties are carried out within gtd healthcare and practice guidelines and policies. You will act as line manager for all admin staff within the organisation.

We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.

This is a full time, permanent position, 37.5 hours per week, Monday to Friday between 07:45 and 18:30.

Please note, interviews will be held on Tuesday 15th and Thursday 17th December 2026.

Main duties of the job

• To have a thorough knowledge of all service procedures and protocols and know where to access them for reference, adhering to them at all times.
• To manage the reception team rotas to ensure cover is available at the necessary time in order to meet patient demand and workload activity.
• To support the management team with chronic disease recall systems, patient registers and any administration relating to cytology and immunisation as required.
• Summarise new and existing patient notes following appropriate training.
• To receive incoming and initiate outgoing calls in order to facilitate timely and appropriate queries.
• To undertake any other administrative tasks as directed by the practice manager within field of competence or following appropriate training.
• To liaise and arrange meetings as required and to attend meetings and take minutes.
• Ensure adherence at all times to the requirements of the Data Protection Act.
• To assist with the gathering of statistics and information when required.
• Have a good understanding and knowledge of all reception duties and provide training to other staff when required.
• Act as a chaperone for general examinations if requested following appropriate training.
• Deal with general enquiries and explain procedures as requested.
• Undertake reception cover if necessary due to staff absence.

For further details, please refer to the job description.

About us

At gtd healthcare, we do things differently. Our not-for-profit ethos and commitment to innovation offers patients the best experience possible and a unique opportunity to transform services.

We are committed to developing and supporting our people to achieve their career aspirations while making a positive impact on patients and the wider community. Our values drive everything we do, with our people at the heart of delivering the best possible healthcare.

Benefits package

As an employee of gtd healthcare, you will be able to take advantage of our benefits package, including:

• working for a values-led organisation;
• Real living wage employer;
• supporter of the Greater Manchester Good Employment Charter;
• access to Stream, which provides flexible, on-demand access to stream your pay during the month;
• salary sacrifice car benefit scheme;
• 30 days annual leave, rising to 32 after five years of continuous service;
• flexible pension benefits, including NHS pension scheme;
• flexible working hours and policies;
• family friendly and carer policies;
• opportunities to apply for innovation and quality awards;
• access to gtd healthcare wellbeing initiatives;
• opportunity to become part of an employee owned organisation;
• gtd healthcare social and fun activities;
• cycle to work scheme;
• eyesight vouchers;
• NHS staff discounts, a free Blue Light Card and Health Service Discounts;
• access to an employee assistance programme.

Job description

Job responsibilities

Administrative duties

• To have a thorough knowledge of all service procedures and protocols and know where to access them for reference, adhering to them at all times.
• To have strong knowledge on GP practice admin processes such as referrals (including ers worklists audits), Docman workflow, coding, summarising, EMIS workflow, registrations and request for Information process.
• To manage the reception team rotas to ensure cover is available at the necessary time in order to meet patient demand and workload activity.
• To support the management team with QOF and IIF recall activity utilizing, patient registers and any administration relating to cytology and immunisation as required. Utilization of ardens an EMIS population manager required.
• Summarise new and existing patient notes following appropriate training.
• To receive incoming and initiate outgoing calls in order to facilitate timely and appropriate queries.
• To undertake any other administrative tasks as directed by the practice manager or operations manager within field of competence or following appropriate training.
• To liaise and arrange meetings as required and to attend meetings and take minutes.
• Ensure adherence at all times to the requirements of GDPR.
• To assist with the gathering of statistics and information when required.
• Provide training and support to colleagues including documenting up to date protocols for training aids.
• Able to delegate and escalate timely & effectively.
• Able to deputize for the management team when required eg adding clinics, setting up new users, clinical rota management, minute taking.
• Able to prepare PPA claims so income is all claimed and submitted on time to management for sign off.
• Champion practice and patient engagement initiatives such as PPG meetings, PCN promotional events.
• Act as digital lead including social media, website.
• Provide admin support for safeguarding, LD and GSF registers.
• Proactively is passionate about improving patient experience and staff wellbeing by learning from themes and sharing / encouraging innovative ideas.
• Ensure friends and family questionnaires are sent timely.

Reception duties

• Have a good understanding and knowledge of all reception duties and provide training to other staff when required.
• Lead by example in care navigating patients to correct services at appropriate time.
• Act as a chaperone for general examinations if requested following appropriate training.
• Deal with general enquiries and explain procedures as requested.
• Undertake reception cover if necessary due to staff absence.
• Report all compliments, complaints / informal feedback and incidents including near misses on ulysses and to management.

Premises

• Open up premises at the start of the day, if first to arrive, de-activate the alarm make all necessary preparations to receive patients for the opening time of the Practice.
• When last to leave premises at the end of the day, ensure that the building is totally secured & safe from H&S hazard eg heaters off, telephone diverted to Out of Hours number, internal lights are switched off, and the alarm activated.
• Ensure the reception area, notice boards and leaflet racks are tidy and free from clutter and obstructions.
• Undertake fire marshall duties at all times and take leadership in drills.
• Report and act where possible on any health & safety concerns.

Personal/Professional development

The post holder will participate in any training activity implemented by the Practice or gtd healthcare as part of this employment, such activity to include:

• Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
• Taking responsibility for own development and learning by following through objectives set at appraisal.
• Ensure attendance at identified training events.
• Attend induction training, mandatory training and mandatory updates as required.
• Attendance at meetings.
• Support the operations manager with induction and training of new members of staff in reception/admin procedures.
• Participate in PCN activity and awareness of NHSE / CQC agendas.

Quality

The post holder will strive to maintain quality within the Practice by:

• Alerting other team members to issues of quality and risk.
• Assessing own performance and taking accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and teams activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patient needs.
• Effectively manage own time, workload and resources.
• Conduct Health & Safety audits timely and report all health & safety issues.
• Conduct referral audits to ensure suspected cancer are seen within 2 weeks.
• Support the management team as required with any Care Quality Commission or government legislative compliance.
• Good understanding of Quality Outcomes Framework including importance of recall activity including time sensitive work.
• Awareness of IIF targets and PCN activity.
• Encourage collaborative quality improvements ideas and deliver implementation to enhance the patient journey or staff wellbeing.

Other duties

• Any other duties, as agreed with the line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.

Person Specification

Skills and attributes

Essential

• Excellent organisational skills.
• Excellent communication skills verbal and written.
• Understand GDPR requirements
• Excellent customer service skills.
• Polite, pleasant & professional interpersonal manner, both on the telephone and in person
• Able to work effectively as part of a team.
• Able to work on own initiative & problem solve within own area of work.
• An understanding, acceptance & adherence to the need for strict confidentiality.
• Able to work without direct supervision and determine own work priorities.
• Able to effectively delegate and escalate to management
• Able to work under pressure.
• Able to liaise effectively with a range of individuals/services within the.
• practice, within gtd healthcare and externally.
• Excellent computer and IT skills.
• Good report/letter writing skills.
• Good standard of word processing and keyboard skills.
• Good knowledge of medical terminology and read coding.
• Able to maintain an accurate and thorough approach to work.
• Able to work to set standards, policies & procedures and develop protocols.
• Interest & aptitude for learning new skills.
• Willingness to actively engage in appraisal, personal development and training.
• Awareness of diversity issues & able to work in a non-discriminatory manner.
• Flexible approach to undertaking a wide variety of tasks.
• Flexible approach to working hours, willingness to work anti-social hours, shifts, cover at other practices as required.

Desirable

• Statistical & data analysis skills.

Experience

Essential

• Working in a GP Practice.
• Working in a busy public reception environment.
• Working with Clinical software e.g. EMIS, ERS, Docman, Accurx, Patchs.
• Fully conversant of Reception & admin duties.
• Supervision & Training of staff.
• Using computer office programmes including outlook & teams.
• Dealing with the public/patients.
• Working in a busy telephone answering environment.
• Working as part of a team.
• Resolving any patient dissatisfaction where possible and reporting appropriately. Including compliments, complaints, incidents etc.
• Coding, summarizing or medical secretary experience.

Desirable

• Admin lead for Safeguarding & GSF.
• Thorough understanding of QOF & recall activity.
• Working with RFI process, referrals, workflow management in EMIS and Docman, understanding of PPA claim preparation and adding clinics.
• Working with EMIS population manager, managing users, EMIS template manager, EMIS resource publisher and ardens.
• Digital champion eg. Online triage systems eg paths/accurx, social media and NHS app.

Qualifications

Essential

• Good standard of secondary education or equivalent.
• Demonstrable commitment to professional development.

Desirable

• IT/Word processing qualification.
• Fire marshall trained.
• Medical secretary, summarizing or coding qualification.

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

Gtd Healthcare

Address

Ashton GP Service

Old Street

Ashton-Under-Lyne

Greater Manchester

OL6 7SR

United Kingdom

Employer's website

https://www.gtdhealthcare.co.uk/ (Opens in a new tab)