About this role
Job summary
We are looking for an organised, motivated, and approachable Patient Care Administrator to join our friendly team at Stanford Medical Centre. This is a key administrative role at the heart of a busy GP surgery, supporting both clinical and non-clinical staff to ensure the smooth and efficient delivery of services. The postholder will provide essential administrative and clerical support across areas such as patient communication, data entry, document management, and practice coordination, playing a vital role in delivering safe, high-quality, patient-centred care.
The role involves managing a wide range of operational tasks, including monitoring practice emails, maintaining and coding patient records, coordinating workflow, and supporting clinicians through effective liaison and accurate documentation. You will be expected to uphold strict confidentiality, ensure data accuracy, and contribute to the continuous improvement of administrative processes. In addition, the role includes supporting specialist areas such as recall systems, screening programmes, and ENT administration, requiring flexibility, initiative, and professionalism in a fast-paced environment.
Based initially at our main site on Preston Road, this position will relocate to our new Lewes Road branch in Brighton in 2026.
Two 30 hour (0.80 FTE) posts are available for application. Internal applications will be conisdered and therefore the advert may close earlier than highlighted.
Main duties of the job
Key Responsibilities
Manage incoming correspondence, including monitoring practice email inboxes, prioritising queries, and directing information to ensure timely responses.Maintain accurate patient records through data entry, read coding, scanning, and document management in line with protocols and data protection standards.Coordinate workflow by processing clinical correspondence, arranging appointments, and supporting clinicians to ensure tasks are actioned on time.Provide administrative support to GPs and the wider team, including patient coordination, referrals, and follow-up on clinical documentation.Support recall systems and screening programmes by managing lists, issuing invitations, tracking responses, and ensuring follow-up actions.Assist with specialist functions (e.g., ENT services, cervical screening) including scheduling, reporting, audits, and maintaining registers.Liaise with patients, healthcare professionals, and external agencies to support clear communication and continuity of care.Contribute to general office functions, including reception support, filing, archiving, and cross-cover when required.Participate in audits and process improvements to ensure accuracy, compliance, and efficiency.Provide compassionate support in sensitive situations, including safeguarding and bereavement administration.
About us
Stanford Medical Centre is a large, well-established GP practice based in Brighton, serving a diverse patient population of around 19,000 across three sites the main surgery on Preston Road and branches at Islingword Road and the University of Brighton (Cockcroft). Rated positively by patients and regulated by the CQC, the practice offers a broad range of primary care services including chronic disease management, minor surgery, microsuction and university health services. With a dedicated multidisciplinary team of GPs, nurses, and allied health professionals, Stanford Medical Centre combines high-quality, patient-centred care with innovation through digital and extended access services in a supportive, forward-thinking environment.
More information can be found via our website:https://www.stanfordmedicalcentre.co.uk/
Job description Job responsibilities
Role OverviewThe Patient Care Administrator plays a central role in supporting the day-to-day administrative and operational functions of the practice. Working as part of a multidisciplinary team, the postholder will ensure that high standards of patient care are maintained through efficient coordination, accurate record-keeping, and effective communication with patients, clinicians, and external partners. The role requires a proactive, organised, and adaptable individual who can manage competing priorities in a fast-paced primary care environment.
Core ResponsibilitiesCommunication and Teamwork
Communicate clearly, professionally, and respectfully with patients, colleagues, and external stakeholders, adapting communication styles to meet individual needs.Work collaboratively within the team to support shared objectives and maintain high-quality patient services.Contribute to a positive and inclusive working environment, demonstrating respect, reliability, and flexibility at all times.Appropriately challenge unacceptable behaviour to help ensure a safe, supportive workplace.Administrative and Operational Support
Provide comprehensive administrative support across the practice, including document handling, filing, scanning, and archiving.Monitor and manage shared email inboxes, ensuring queries are triaged, prioritised, and responded to in a timely manner.Maintain accurate and up-to-date patient records using practice systems (e.g. EMIS Web, Ardens, Docman, Betterletter), ensuring correct coding and documentation.Support general office and reception functions when required, ensuring continuity of service.Contribute to continuous improvement of administrative systems and processes.Workflow and Data Management
Manage and process incoming clinical correspondence, ensuring items are coded, actioned, and workflowed appropriately within performance targets.Liaise with clinicians to support efficient task management and ensure timely follow-up actions.Arrange patient appointments, tests, and referrals as directed by clinicians or correspondence.Conduct regular audits and quality checks to maintain accuracy and compliance.Support safeguarding processes, including administration, meeting coordination, and communication with relevant leads.GP and Clinical Support
Provide administrative assistance to GPs and clinical staff, including patient coordination and task management.Act as a point of contact between the practice and external healthcare providers, supporting continuity of care.Chase outstanding clinical correspondence such as discharge summaries and clinic letters.Assist with referrals (e.g. gym, social prescribing) and completion of relevant forms (e.g. DSA forms).Support meeting organisation, communication, and follow-up actions.Records Management and Summarising
Review and summarise patient medical records accurately and within required timeframes.Process GP-to-GP transfers promptly and ensure integration into the clinical system.Undertake read coding and ensure clinical letters are processed in line with practice protocols.Scan, file, and securely store patient documentation, ensuring all information is correctly attached to records.Recall and Screening Administration
Manage patient recall systems for chronic disease reviews, vaccinations, and screening programmes.Coordinate patient invitations, appointment bookings, and follow-ups to meet QOF, LCS, and enhanced service targets.Maintain and update recall lists using Ardens, ensuring performance targets are achieved.Administer cervical, breast, and bowel screening programmes, including coding results, managing registers, and ensuring appropriate follow-up.Work with PCN partners to improve patient engagement and screening uptake.Support health promotion campaigns and seasonal initiatives.ENT Administration
Coordinate ENT patient pathways, including referral processing, appointment scheduling, and clinician rota management.Communicate effectively with patients regarding appointments, waiting times, and follow-up care.Maintain accurate records, complete coding, and support service audits and reporting.Cervical Screening
Maintain cancer screening registers and ensure robust failsafe systems.Process patient notification lists (PNLs) and exception codes (ECs), ensuring eligibility and timely recalls.Monitor patient non-attendance and initiate further contact as needed.Support reporting requirements and ensure compliance with clinical and contractual standards.Sensitive and Complex Administration
Manage processes related to safeguarding, ensuring accurate documentation and coordination.Handle notifications of death and liaise with external parties such as coroners, funeral directors, and care homes.Provide compassionate and professional support to bereaved families, ensuring clear communication and guidance.
Person Specification
Qualifications Essential
A good standard of education with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English. Or equivilent work experience.
Desirable
NVQ Level 2 in Health and Social Care
Knowledge Essential
Excellent communication skills and effective in communicating and understanding patient needs Competent in the use of MS Office and Outlook Ability to use own initiative, discretion, and sensitivity Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity Ability to work as a team member and autonomously Excellent communication skills and effective in communicating and understanding patient needs Sensitive and empathetic in distressing situations Good organisational skills Effectively utilise resources Punctual and committed to supporting the team effort High levels of integrity and loyalty Clear, polite telephone manner Flexible and cooperative Motivated Understanding of safeguarding adults and children Demonstrate personal accountability, emotional resilience and work well under pressure Knowledge of and ability to work to key policies and procedures
Desirable
Problem solver with the ability to process information accurately and effectively, interpreting data as required Clinical IT system user skills and the ability to record accurate notes Ability to use clinical system EMIS Web and Docman
Experience Essential
Experience of working with the general public Experience of working in a healthcare setting Experience of administrative duties
Desirable
Experience of working in a GP practice.
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 STANFORD MEDICAL CENTRE
Address 175 Preston Road
Brighton
BN1 6AG
United Kingdom
Employer's website https://www.stanfordmedicalcentre.co.uk (Opens in a new tab)