The Muswell Hill Practice
Job Title: Clinical Administrator
Reports to: Operations Manager and Practice Manager
Hours: 35 hours per week (5 days, 8:00am–4:00pm) with 1 hour unpaid lunch break
Pay: £13.00 per hour, rising up to £14.00 on successful completion of probation
Job Summary
You will be part of a busy administration team supporting key clinical and patient-facing processes. This includes referrals, medical forms, records requests, and private work administration.
Please note: EMIS Web experience is essential. Applications without it will not be considered.
You will begin your role in reception for 1–2 months as part of induction before moving fully into the administration team.
Key Responsibilities
- Manage the practice’s main email inbox, ensuring queries are dealt with promptly and appropriately.
- Process Anima workflow letters and take required actions.
- Handle all private and insurance-related medical forms, including invoicing, payment collection, and chasing outstanding balances.
- Prepare monthly account schedules for GP payments linked to private work.
- Process requests for medical records, including Subject Access Requests, in line with policy and legal requirements.
- Lead on the Electronic Referral System (eRS), including form completion and tracking referral status.
- Manage the Advice and Guidance system and ensure timely responses.
- Act as a key contact for patients, healthcare professionals, and external organisations regarding administrative queries.
- Answer incoming reception calls from 8:00am daily to support appointment demand.
- Maintain and update EMIS templates and referral forms.
- Support and train staff, including new registrars, on use of eRS.
- Assist reception with administrative tasks such as scanning, filing, and document processing when needed.
- Work closely with colleagues to ensure tasks are covered and handed over effectively.
- Manage recall systems for childhood immunisations and cervical screening, ensuring eligible patients are identified and invited appropriately.
- Maintain accurate cervical screening data records.
- Submit monthly prescription service invoices within required deadlines.
Additional Duties
- Work collaboratively with the wider administration team to maintain efficient workflows.
- Provide cover for other administrative roles, including oversight of two-week-wait referrals when required.
- Provide reception cover when needed.
- Contribute to a positive and supportive working environment across the practice.
- Carry out all duties with accuracy and attention to detail.
- Maintain the practice database of consultants and related records.
- Undertake any additional duties as reasonably requested by the Operations Manager or Practice Manager.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks e.g. use of appropriate PPE, safe handling of sharps, safe handling of specimens, safe waste management and spillage management.
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Undertake regular infection control training updates
- Reporting potential risks identified
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
Job Type: Permanent
Pay: £13.00 per hour
Benefits:
Application question(s):
- Are you able to travel to Muswell Hill and work at the practice during working hours?
- Do you have EMIS Web experience?
Work Location: In person
