Job Summary
The Medicines Administrator will act as a focal point of communication between clinicians, reception team, management team, patients and pharmacies, as well as other members of the primary health care team to ensure patients’ repeat medication is produced within the current protocols of the practice.
Key Duties/Responsibilities
Duties will include co-ordinating and preparing repeat prescriptions for our patients, data entry on to patient records, EPS and patient and pharmacy liaison. The tasks and responsibilities to be undertaken may include any or all of the items below, dependent on current and evolving practice workload and staffing levels.
- Work with our Clinicians to provide a responsive repeat prescription service delegated to the Medicines Management team as appropriate.
- Delivering the technical aspects of prescription preparation to ensure the safe prescribing of medicines.
- Delivering an efficient prescription service and ensuring service targets are met and errors are minimised.
- Comply with legal and professional requirements, accepted guidance on professional practice and with safe systems of work for re-authorising repeat prescriptions.
- Liaise with pharmacies on the supply of prescribed drugs, alert our clinicians of any supply issues and forward information on the recommended alternatives.
- Expedite urgent prescriptions when necessary to help ensure a safe and responsive service for our patients.
- Respond to enquiries from patients, carers, secretaries, NHS administrators, consultants or the Medicines Management Team in a courteous, timely and efficient manner, by telephone, letter and email, occasionally face-to-face and maintain precise records of the communications.
- Provide an efficient administration service as part of a Team to ensure the smooth running of the prescription support to our clinicians.
- Post as appropriate to deliver the requested correspondence in a timely manner, and ensure this is recorded in the Patient records.
- Ensure to keep patient information updated and the patient information is secure / kept confidential at all times.
- Maintain accurate patient records promptly and quickly – entering data in accordance with reporting requirements.
- Keep up to date with the Practice formulary and the National restricted drugs list.
- Liaise with external pharmacy services and patients as necessary to resolve queries.
- Build good working relationships with local pharmacies to help enable our prescription service.
- Establish and maintain filing and administrative systems so that written or computerised information is easily accessible and secure
- Ensure you have adequate stationary supplies in stock (Prescription sheets and pads)
- Provide cover of members of the Prescription team during periods of sickness and annual leave
- Undertake training as requested to support safe and effective services for the Practice
- Carry out any other duties as may reasonably be requested by the GPs/ Practice Manger/ Line 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.
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, to 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
- 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
- Reporting potential risks identified
- Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.
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 people’s rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of their own personal and/or professional development
- Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
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 team’s performance
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage own time, workload and resources
Safeguarding
LMP is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff are therefore expected to behave in such a way that supports this commitment. You will be responsible for safeguarding the interests of children and adults who you come into contact during your work. To fulfil these duties, you will be required to attend training and development to recognise the signs and symptoms of abuse or individuals at risk, to follow local and national policy relating to safeguarding practice and to report and act on concerns you may have appropriately
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 people’s needs for alternative methods of communication and respond accordingly
Infection Control
- Adhere to the Practice’s infection control policies
- Undertake regular infection control training, as required
- Raise any infection control concerns to the infection control lead
- Participate in any infection control audits, as required
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
The job description and person specification are an outline of the main tasks, responsibilities and requirements of the role. The post holder will carry out any other duties as may reasonably be required by their line manager commensurate with the band of the post. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the LMP.
Closing date is 12 July 2026
PERSON SPECIFICATION
Essential
Qualifications
Minimum of English & Maths GCSE or equivalent
Experience
Experience of Microsoft Office software
Experience of dealing with the public/patients
Previous experience as prescription clerk / medicines coordinator or similar role
Skills/Knowledge
Excellent attention to detail
Excellent customer service skills
Excellent verbal and written
communication skills
Problem solving skills
Manage multiple tasks and conflicting demands
Personal
Possess a professional appearance and manner
To have drive, enthusiasm and initiative
Self-motivated
Flexible approach
Positive thinker
Able to work under pressure
Desirable
Qualifications
Medical Terminology training
Experience
Experience of EMIS Web clinical system
Pay: £12.71 per hour
Work Location: In person
