Pay: £13.00 per hour
We are seeking a Prescription Services Administrator to join our established team, working across our Drayton and Horsford surgeries. This is a fixed-term maternity cover position for 12 months.
The successful candidate will be required to work Tuesdays, Thursdays and Fridays from 8:00am to 6:30pm, totalling 30 hours per week.
Job Title
Prescription Services Administrator
Responsible To
Patient Services Manager / Practice Manager
Job Summary
The Prescription Services Administrator is responsible for providing an efficient, accurate, and patient-focused prescription service within the practice. The role involves processing repeat prescription requests, liaising with clinicians, pharmacies, and patients, maintaining accurate patient records, and supporting the safe and timely management of prescribing processes.
The post holder will contribute to the delivery of high-quality patient services by ensuring prescriptions are processed in accordance with practice protocols, NHS guidance, and legal requirements, while maintaining the highest standards of confidentiality, customer service, and patient care.
Key Responsibilities
Prescription Management
- Process repeat prescription requests in accordance with practice policies and prescribing protocols.
- Review prescription requests for completeness and highlight any anomalies or queries to the appropriate clinician.
- Process authorised prescriptions within agreed timescales.
- Manage prescription requests received via online services, email, telephone, pharmacies, hospitals, and in person.
- Monitor and action prescription-related tasks, workflow, and electronic correspondence.
- Liaise with GPs, pharmacists, nursing staff, care homes, and community pharmacies regarding medication queries and prescription requests.
- Maintain accurate electronic patient records and update information where appropriate.
- Ensure compliance with NHS prescribing regulations and practice procedures.
Patient Services
- Provide a professional and courteous service to patients regarding prescription enquiries.
- Explain prescription ordering processes and turnaround times to patients.
- Assist patients with queries relating to repeat medication, prescription exemptions, and NHS prescription services.
- Resolve routine prescription issues where appropriate and escalate complex matters to clinicians.
- Communicate effectively with patients using telephone, face-to-face, written, and electronic methods.
- Promote the use of online prescription ordering services and digital healthcare systems.
Administrative Responsibilities
- Maintain accurate records and documentation relating to prescription processing.
- Process incoming correspondence relating to prescribing and medicines management.
- Ensure all prescription requests are appropriately coded, recorded, and filed within the clinical system.
- Support data quality improvements within patient records.
- Assist with the monitoring of prescribing workflows and service performance.
Communication and Teamwork
- Work collaboratively with clinicians, administrators, reception staff, pharmacies, and external healthcare organisations.
- Attend team meetings and training sessions as required.
- Share information appropriately to support continuity of patient care.
- Contribute to service improvement initiatives and identify opportunities to improve processes and patient experience.
Confidentiality
The post holder will have access to confidential patient and practice information and must:
- Always maintain strict confidentiality.
- Comply with GDPR, Data Protection legislation, NHS Confidentiality Code of Practice, and Practice policies.
- Only share information with authorised individuals in accordance with agreed procedures.
Health and Safety
The post holder will:
- Follow all Practice Health and Safety policies and procedures.
- Maintain a safe working environment for staff and patients.
- Adhere to infection prevention and control standards.
- Report any incidents, hazards, or risks promptly.
- Participate in mandatory health and safety training.
Equality, Diversity and Inclusion
The post holder will:
- Treat all patients, colleagues, and visitors with dignity, fairness, and respect.
- Support equality, diversity, and inclusion in all aspects of their work.
- Deliver services that are accessible and responsive to individual patient needs.
Quality and Continuous Improvement
The post holder will:
- Contribute to quality improvement activities, audits, and service reviews.
- Take responsibility for maintaining high standards of work.
- Identify and report risks, errors, and opportunities for improvement.
- Participate in annual appraisal and ongoing professional development.
Person Specification
Essential Qualifications
- GCSE (or equivalent) in English and Mathematics.
- Educated to NVQ Level 2 or equivalent administrative qualification, or relevant experience.
Desirable Qualifications
- Medicines Management or Prescription Administration training.
- Customer Service qualification.
Essential Experience
- Experience working in an administrative or customer service role.
- Experience handling confidential information.
- Experience using computerised systems and databases.
- Experience working in a fast-paced environment requiring attention to detail.
Desirable Experience
- Previous experience working in General Practice, Primary Care, Community Pharmacy, or NHS services.
- Experience using EMIS Web, Systm One, or similar clinical systems.
- Experience processing prescription requests.
- Experience liaising with healthcare professionals and pharmacies.
Skills and Knowledge
Essential
- Excellent communication and interpersonal skills.
- Strong organisational and administrative skills.
- High level of accuracy and attention to detail.
- Ability to prioritise workload and meet deadlines.
- Good IT skills, including Microsoft Office.
- Ability to work independently and as part of a team.
- Understanding of confidentiality and data protection requirements.
Desirable
- Understanding of NHS prescribing processes.
- Knowledge of medicines management and repeat prescribing systems.
- Awareness of General Practice and Primary Care services.
Personal Qualities
- Professional, reliable, and trustworthy.
- Patient-focused and committed to delivering excellent customer service.
- Flexible and adaptable.
- Calm and effective under pressure.
- Proactive with a willingness to learn and develop.
- Demonstrates initiative and problem-solving ability.
Other Requirements
- Flexibility to provide cover during periods of annual leave and sickness.
- Ability to work across practice sites if required.
- Commitment to ongoing learning and professional development.
· Job Types: Part-Time (Maternity Cover)
· Salary: £13.00 per hour
Pay: £13.00 per hour
Benefits:
Work Location: In person
