Job Summary
The post holder will work flexibly to support the efficient running of the practice's administrative, reception, and clinical workflow functions. Acting as a first point of contact for patients and visitors, they will deliver high-quality customer service while ensuring patient confidentiality and adherence to all practice protocols.
In addition, the role is responsible for managing the flow of clinical correspondence and documentation through the practice. This includes processing, scanning, coding, and directing clinical information in line with workflow optimisation protocols to ensure that GPs and clinicians can prioritise the most appropriate correspondence.
The post-holder will provide comprehensive reception support, administrative processing, and workflow management to ensure a smooth, safe, and well-organised patient journey. They will handle patient enquiries, manage appointments, process messages, action administrative tasks, and maintain accurate and up to date patient records across both reception and workflow functions.
This combined role requires excellent communication skills, attention to detail, strong organisational ability, and a commitment to delivering consistent, high-quality care to patients and the wider practice team. Flexibility is essential, as duties may evolve to meet the changing needs of general practice.
Responsibilities
To carry out administrative/workflow related duties as directed, to include but not limited to:
- Scanning and processing incoming clinical correspondence.
- Sort and stamp all incoming practice mail.
- Coding of clinical correspondence.
- Direct incoming correspondence to the relevant clinician and escalate if necessary.
- Completion of patient registrations.
- Maintain accurate documentation and ensure compliance with confidentiality and NHS guidelines.
- Summarisation of patient records.
- Ensuring patient records are kept up to date.
- Ensuring all end of day duties are completed.
- follow practice protocols to ensure consistent and high quality care is provided to our patients maintaining and making sure records are accurate and up to date.
- Making appointments as necessary and in line with practice procedures.
- actioning emails received within the practice inbox, forwarding correspondence to the appropriate staff member where required and escalating correspondence if necessary.
- processing tasks sent by the wider practice team which may include booking of appointments, contacting patients, etc.
- processing all paperwork in the GP dropbox, pass acute prescriptions to the prescribing team etc.
- franking of practice post and maintaining franking machine.
- dealing with stationary supplies - maintaining.
- ensuring end of day duties are completed.
- recognising peoples need for alternative methods of communication and respond accordingly.
Skills
- Proven office experience, preferably within a healthcare setting
- Strong organisational skills with the ability to multitask effectively
- Excellent communication skills, both written and verbal
- Proficiency in standard office software (e.g., MS Office)
- Ability to remain calm under pressure and handle sensitive information discreetly
- Friendly demeanour with a professional attitude towards patients and colleagues
- Previous administrative experience is desirable but not essential; training will be provided for specific healthcare procedures
Pay: From £12.80 per hour
Work Location: In person
