- The practice team is committed to providing high quality patient centred care with good team working.
- The practice team currently consists of 7 GP Partners, 3 salaried GPs, 3 practice nurses, 1 health care support worker, GP trainees. The practice has 4 receptionists, 1 senior receptionist, 1 medical secretary, 2 prescribing clerks, 7 administrators and 1 exercise therapist as well as a Practice Manager and Deputy Practice Manager.
- The partners take a lead on specific areas of the business and work closely with the Practice Manager and Deputy to provide support and guidance in different areas of practice management.
- Practice Administrator Role
- The practice is looking for an experienced, well organised and efficient practice administrator with excellent interpersonal skills.
- It is not essential for that candidates have general practice experience, although this would clearly be an asset. It is essential that the candidate has customer service experience and can demonstrate a willingness to learn and integrate quickly into a new role and busy environment.
- How to apply
- If you feel that you have the right skills and experience:
- Complete the application OR provide a covering letter of up to 2 pages detailing your experience in the key areas of the job description and how you meet the person specification. Please also include an up to date CV
- The closing date for applications is: 24th June 2026
- You will be offered the opportunity to visit the practice if you are shortlisted for interview
- Please note we cannot provide feedback if you are not shortlisted for interview
- IT systems
- The practice currently uses EMIS web. The practice offers repeat prescription orders on the My health Online System.
- The practice uses My Surgery App each weekday morning – a bespoke online service where patients can access help from our staff. All requests are triaged by a doctor and patients are prioritised and are contacted to discuss their concern. If patients are need to be seen they are offered a face to face appointment at the surgery.
- Recruitment
- The Kingsway Surgery provides NHS care for over 12,500 patients from a mixture of ethnic and cultural backgrounds. The Surgery is open from 8.00am to 6.30pm Monday to Friday.
- A full range of primary health services are provided under the GMS (General Medical Services) contract including child health and immunisation services, contraception services, COPD, heart failure, diabetic care, maternity services, minor surgery, respiratory care, sexual health clinics, wound care and women’s health including cervical smears.
- The practice is a long established GP training centre with four GP trainers providing training for GP trainees and FY2 doctors. We also provide training for university medical students from Swansea and Cardiff.
JOB TITLE: Administrator ( Band 3)
RESPONSIBLE TO:Practice Manager/Deputy Practice Manager
RESPONSIBLE FOR:N/A
JOB PURPOSE:
To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others.
To act as the first point of contact for patients contacting the Practice and ensure that enquiries from patients are efficiently and courteously handled.
To work as a team member and cover office roles such as coding and scanning, prescriptions, medical records requests, finance and responding to general enquiry emails and organising clinics.
MAIN DUTIES AND RESPONSIBILITIES
1.Greet patients and visitors to the practice.
2.Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.
3.Receive and accurately record patient requests for appointments and respond to all patient / visitor requests accordingly.
4.Ensure computerised appointment system is up-to date
5.Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.
6.Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed. Ensure patient registrations forms are completed fully and accurately.
7.Process new registrations and amalgamation of new patient records
8.Ensure correspondence, reports, results etc. are filed electronically in correct patient record.
9.Undertake administration tasks as allocated on rota organised by reception supervisor.
10.Action start and end of day procedures ensure answering machine service for out of hours information is directed appropriately – switched to answer machine at close of business each day.
11.Assist/cover the Band 4 to ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
12.Be responsible for dealing with queries via the General Enquiries email (on a rota basis).
13.Assist the prescribing clerks and cover when required, the prescription service - ordering and processing prescriptions and adhering to the timescales and processes/recording
14.Assist and cover when necessary, the booking of clinics eg: diabetic, asthma
15.Assist and cover, when necessary request for medical records (Subject to Access requests) in line with current processes and timescales.
16Assist and cover , when necessary the Finance administrator with finance duties including Enhanced Services.
17.Undertake training as and when required.
18.This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
19.Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
Equipment, machinery & Systems
1.Personal Computer system including internet activity which is utilised as a means of communication both internally and externally
2.Practice Clinical System - to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits
3.Fax and photocopying machines.
4.The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practice’s Clinical System
Assignment of work
The post-holder’s work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.
The Practice Manager/ Deputy provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Band 4 colleagues. The successful candidate must be self-directed and self-motivated using their own initiative and requiring minimum input from the Practice Manager. The Post-holder’s work is formally reviewed by annual appraisal.
The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
Decisions & Judgements
The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
· Establishing and maintaining effective lines of communication with the GPs and Practice Manager.
· Communicating clearly and effectively with staff to aid the smooth running of the Practice.
· Responding to requests or queries for support as they arise in an appropriate and
· Timely manner.
· Prioritising workload and requests for support.
· Making the most effective use of resources available.
· Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.
Most challenging part of the job
1.Managing the many conflicting priorities that the post requires
2.Ensuring clear protocols for the prioritisation of work.
3.Providing and maintaining a professional and effective dialogue with patients.
Communication and Relationships
1.Internally with the GPs, Practice Manager and colleagues to help ensure that practice aims and objectives are met.
2.Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.
3.Externally with patients registered at the Practice.
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
1.The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task.
2.The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
3.The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
4.The post-holder is often required to work independently of others and to be self-determined.
5.The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.
Knowledge, training and experience required to do the job
1.The post-holder must be understanding and approachable to patients and able to respond to patient requests
2.The post-holder is required to have well-developed keyboard skills.
3.The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines.
4.The post-holder must clearly understand the importance of maintaining patient and data confidentiality.
Person Specification – Receptionist / Administrator
QUALIFICATIONS
Essential
· GCSE Maths and English Language ( Grade c or above) or equivalent.
· Office/Admin experience
Customer Service experience
Desirable
· GCSE in Welsh
· Additional GCSE’s
EXPERIENCE
Essential
- Office/admin experience
- Experience of dealing with patients / customers on the phone
- Experience of dealing with patients / customers in person
- Experience of processing sensitive materials
Desirable
· Receptionist experience within the NHS
· Experience of working in a GP practice
· Experience of working with EMIS web
· Understanding of medical terminology
SKILLS
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- The ability to follow procedures and work to deadlines
Desirable
PERSONAL QUALITIES
Essential
- Polite, friendly, calm and confident manner
- Flexible and cooperative
- Motivated and proactive
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Effectively utilises resources
- Punctual and committed to supporting the team effort
- Ability to use initiative and judgement
- Confident, assertive and resilient
OTHER REQUIREMENTS
· Ability to adapt to change
· Ability to be flexible and work additional hours when required
· Adhere to strict confidentiality requirements at all times
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Pay: £13.45-£14.14 per hour
Benefits:
- Company pension
- Employee discount
- Referral programme
- Sick pay
Work Location: In person
