Administrator @ The Arch Medical Practice

Job summary

We are looking for an Administrator to join our friendly and busy team at The Arch Medical Practice. This is an important role supporting the day-to-day running of the practice and helping us to deliver an efficient, high-quality service to our patients.

The successful candidate will provide administrative support to the clinical and non-clinical teams, ensuring that patient information, correspondence and practice processes are managed accurately and efficiently. The role will involve a variety of administrative tasks, including handling incoming and outgoing correspondence, maintaining accurate patient records, processing information, supporting clinical workflows and responding to queries from colleagues and other healthcare professionals.

You will play an important part in ensuring that the practice runs smoothly, supporting the wider team and helping to make sure that administrative processes are completed in a timely and organised manner.

This is a varied and rewarding role for someone who is organised, reliable and has excellent attention to detail. You will need to be confident working in a busy environment, able to manage competing priorities and have good communication and IT skills.

We are a large, supportive GP training practice caring for over 24,000 patients. We value our staff, encourage learning and development, and recognise the important contribution every member of the team makes to providing safe, effective and compassionate patient care.

Main duties of the job

The role will involve providing administrative support across a range of practice functions, with particular responsibility for coordinating safeguarding administration. This will include maintaining safeguarding records, monitoring actions and ensuring relevant information is accurately recorded and followed up.

The postholder will be responsible for managing patient recalls and monitoring outstanding actions to ensure patients are invited for appropriate reviews and follow-up. They will also support clinical and administrative audits, including gathering information, updating records and monitoring progress against agreed actions.

Other duties will include clinical and administrative coding, maintaining accurate patient information, processing correspondence, preparing reports and supporting the practice with routine data management.

The role will also involve providing administrative support for practice meetings, including preparing agendas, taking minutes, recording decisions and maintaining action logs to ensure agreed actions are followed through.

The successful candidate will need to be highly organised, methodical and able to manage their own workload, ensuring that important deadlines, reviews and follow-up actions are not missed. Confidentiality, accuracy and good attention to detail are essential.

About us

The Arch Medical Practice is a GP training practice based in Hulme, close to Manchester city centre. We provide primary care services to a diverse and growing patient population and are committed to delivering safe, high-quality, and accessible care.

We are a large multidisciplinary team made up of GPs, nurses, pharmacists, pharmacy technicians, healthcare assistants, and administrative and reception staff. We work closely together in a supportive and collaborative way, with regular meetings to support communication, continuity, and shared decision-making.

As a training practice, we support GP trainees and other learners, and learning and development is part of everyday working life. We also work closely with our Primary Care Network and wider health and social care services to support joined-up patient care.

We aim to maintain a friendly and supportive working environment where staff feel valued and listened to. We recognise the pressures of primary care and focus on safe, sustainable working practices alongside good teamwork and open communication.

Staff wellbeing is important to us and we offer a range of benefits including free on-site parking, staff yoga sessions, walking group, free fruit and breakfast items, Cycle to Work scheme, standing desks, practice fleeces, and an Employee of the Month scheme.

We encourage staff development and provide opportunities for learning, supervision, and progression within a supportive environment.

Job description

Job responsibilities

Main Purpose of the Role

To provide comprehensive administrative support to the practice, with specific responsibility for safeguarding administration, patient recalls, clinical and administrative audits and maintaining accurate patient records. The postholder will support the smooth day-to-day running of the practice, working closely with clinical and non-clinical colleagues to ensure that administrative processes are completed accurately, efficiently and within agreed timescales.

Key Responsibilities1. Safeguarding Administration

• Act as the practice Safeguarding Administration Lead, providing administrative support to the clinical safeguarding leads.
• Maintain and update safeguarding registers and records for adults and children.
• Ensure safeguarding information and relevant documentation are accurately recorded and appropriately filed within patient records.
• Monitor safeguarding correspondence, referrals and incoming information, ensuring these are brought to the attention of the appropriate clinician.
• Maintain safeguarding action logs and monitor outstanding administrative actions.
• Support the organisation of safeguarding meetings and multidisciplinary discussions.
• Ensure relevant safeguarding documentation is processed and shared appropriately, in accordance with practice procedures and information governance requirements.
• Escalate any safeguarding concerns or urgent correspondence promptly to the appropriate clinical lead.

2. Patient Recalls and Follow-Up

• Provide administrative support for the practice recall system.
• Identify and contact patients requiring reviews, investigations, monitoring or follow-up.
• Monitor outstanding recalls and maintain accurate records of invitations and patient responses.
• Follow up patients who have not responded to invitations in accordance with practice protocols.
• Support the monitoring of patients requiring regular reviews for long-term conditions and other clinical requirements.
• Assist with DNA (Did Not Attend) management, identifying missed appointments and supporting appropriate follow-up.
• Maintain accurate recall information and report any outstanding issues to the relevant clinical team.

3. Audits and Clinical Governance

• Lead and undertake practice audits as directed by the Practice Manager and clinical leads.
• Identify patients and gather relevant information for audit purposes.
• Extract, collate and accurately record data from clinical systems.
• Prepare audit reports and present findings where required.
• Maintain audit records and action plans, monitoring progress against agreed actions.
• Support the practice with clinical governance activities and quality improvement initiatives.
• Assist with the collection of evidence for enhanced services, contractual requirements and CQC compliance.

4. Clinical Administration and Coding

• Input relevant information into patient healthcare records accurately and in a timely manner.
• Undertake clinical coding of incoming correspondence, documents and other information in accordance with practice protocols and training.
• Process hospital letters, clinical correspondence and other patient documentation, ensuring information is directed appropriately.
• Maintain accurate patient demographic and registration information.
• Process new patient registrations, changes to patient details and deductions from the practice list.
• Support the maintenance of accurate patient records and undertake data quality checks as required.

5. Meetings and Administrative Support

• Provide administrative support for practice and multidisciplinary team meetings.
• Prepare meeting agendas and relevant documentation.
• Attend meetings as required and produce accurate minutes.
• Maintain meeting action logs, recording agreed actions, responsible individuals and timescales.
• Monitor outstanding actions and follow up with relevant colleagues.
• Provide general administrative and secretarial support to the clinical and management teams as required.

6. Patient Contact and Reception Support

• Deal with patients and visitors both face to face and over the telephone in a professional, friendly and helpful manner.
• Welcome patients and visitors to the practice and direct enquiries to the appropriate team or service.
• Support the administration of the practice total triage system.
• Handle routine enquiries and pass clinical queries to the appropriate healthcare professional.
• Provide reception cover during periods of staff absence or increased demand.
• Support the opening and closing of the practice in accordance with the duty rota.
• Act as a chaperone when required, following appropriate training and practice procedures.

7. General Practice Responsibilities

• Support the delivery of enhanced services and other practice requirements.
• Contribute to the effective running of the wider multidisciplinary team.
• Participate in local initiatives and projects to improve service delivery and patient care.
• Attend community events and support activities to promote the practice.
• Participate in shared learning, training and development opportunities.
• Complete all mandatory training and induction programmes.
• Maintain confidentiality and comply with data protection, information governance and practice policies.
• Understand and comply with current safeguarding legislation and practice procedures relating to children and adults.
• Follow all practice policies, procedures and protocols, including health and safety requirements.
• Undertake other reasonable duties appropriate to the role, as requested by the Practice Manager or partners.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

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 Arch Medical Practice

Address

175 Royce Road

Hulme

Manchester

M15 5TJ

United Kingdom

Employer's website

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