Job Title
Patient Services Administrator – Central Operations Team
Organisation:
Aspiro Healthcare
Contract Type:
Fixed‑term/temporary – Maternity Cover (9–12 months expected)
Hours:
Full-time, 30 hours per week
Hourly Rate:
£12.71
Reporting to:
Central Operations Manager
Interview dates:
Monday 29TH June 2026
Start date:
ASAP (to ensure handover ahead of Maternity, if possible)
Job Role & Purpose
The Patient Services Administrator is essential to our urgent care operations, focusing on managing complex administrative tasks that require specialised knowledge and skills. This role involves processing a high volume of urgent care letters, overseeing GP links activities, and ensuring accurate management of clinical records and communications.
Key Duties & Responsibilities
Urgent Care Administration
Efficiently process urgent care letters, ensuring timely handling of critical information.
GP Links Management
Oversee GP registration activities, deductions, amendments, and FP69 forms, maintaining accurate records and compliance with regulations.
Electronic Record Maintenance
Manage degraded entries from electronic records, ensuring data integrity and prompt resolution of issues.
Clinical Communication Handling
Pull clinical letters and emails into SystmOne for accurate data entry and documentation.
Out of Area Patient Management
Coordinate communication regarding out-of-area patients, addressing their specific needs and enquiries.
Death Recording
Accurately record and process death notifications in compliance with legal and organisational standards.
PCSE Tasks and Emails
Handle tasks and correspondence related to the Primary Care Support England (PCSE) efficiently.
Document Management
Organise filing and batch management of non-clinical documents, ensuring a systematic and accessible filing system.
Online Services Applications
Manage online service applications to facilitate patient access to healthcare services.
Staff and GP Queries
Respond to enquiries from staff and GPs, providing timely and accurate information.
GP Allocation Management
Oversee usual GP allocation for new registrations and ensure appropriate patient assignment.
Reporting
Run monthly reports to identify and reallocate newly diagnosed patients, ensuring accurate record management and continuity of care.
Recalls & Patient Monitoring
- Support the achievement of QoF and other contractual targets through effective patient recall processes.
- Manage recalls for long-term conditions, cervical screening, childhood immunisations, and vaccinations.
- Recall patients on high-risk medications for monitoring, working in collaboration with the clinical and pharmacy teams.
- Ensure patients are contacted in a timely manner and recall systems are accurately maintained.
- Support national and local campaigns, ensuring data is submitted and targets are met.
Clinical Rotas Support
- Assist in the creation and maintenance of clinical rotas.
- Respond to rota queries from clinicians and escalate issues where appropriate
- Work with management to ensure rotas align with demand, capacity and service requirements.
Skills, Experience & Attributes
- Strong organisational and time management skills.
- Proficiency in SystmOne and other relevant software.
- Excellent attention to detail and accuracy.
- Ability to handle confidential information with discretion.
- Effective communication skills, both written and verbal.
- Experience in an administrative role, preferably within a healthcare setting.
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. Post-holders must adhere to the following principles:
- 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 Aspiro policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
- The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Aspiro health & safety policy, the health & safety manual, and the Aspiro infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to Aspiro guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks;
- 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;
- Active reporting of health and safety hazards and infection hazards immediately when recognised;
- Keeping own work areas generally clean and overseeing Site Managers in the maintenance of general standards of cleanliness consistent with the scope of their role
- Undertaking periodic infection control training (minimum annually);
- Reporting potential risks identified to the Aspiro Management
Equality & 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 people’s rights, interpreting them in a way that is consistent with Aspiro 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.
Job Description Reviews
This job description is intended to provide an outline of the key tasks and responsibilities only, the list is non-exhaustive.There may be other duties required of the post holder commensurate with their position. This description will be open to regular review and may be amended in the light of developing or changing services, or as part of an individual performance review process. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of Aspiro.
Pay: £12.71 per hour
Benefits:
- Free flu jabs
- Free parking
- On-site parking
- Sick pay
Work Location: In person
