Practice Administrator

We are looking for an enthusiastic, organised and proactive GP Practice Administrator to join our friendly Practice team. This is an excellent opportunity for an experienced administrator to work closely with GPs, clinicians and the wider practice team, providing high\-quality administrative support that directly contributes to safe and effective patient care.

30 hours per week (4 days per week, Mon, Tue, Thur, Fri), with a mixture of shifts. Typical working hours are 9:00 am–5\.00 pm or 10\.30 am–6:30 pm.

The role is heavily focused on managing practice's generic email inboxes, ensuring all emails and hospital letters are reviewed and actioned promptly. Coordinate patient appointments, annual reviews, and follow\-up recalls to support ongoing patient care. Support the document team by triaging, filing, and processing clinical correspondence. Assist GPs with safeguarding enquiries by preparing reports from notes and ensuring information is handled efficiently and confidentially. Collate and prepare patient's list for monthly safeguarding meetings

Main Duties and Responsibilities

• Monitor, prioritise and clear the practice's generic email inboxes throughout the day, ensuring patient enquiries, clinical correspondence and administrative requests are reviewed, allocated and actioned promptly.


• Respond to patient and healthcare professional email enquiries, liaising with clinicians where necessary to ensure timely and appropriate responses.


• Check emails from care homes, and act as coordinator for our assigned care homes, arrange appropriate action in timely manner, which may include booking patients to care home ward rounds, booking with suitable clinicians for any acute care or allocate to our pharmacy team for any medication related queries.


• Support with coding, triage and accurately file patient's clinical correspondence and other documents, ensuring all actions are completed in accordance with practice protocols.


• Identify any support need for patients, outstanding reviews, monitoring requirements, investigations and follow\-up actions from clinical correspondence, arranging appointments or signposting tasks to the appropriate member of the team.


• Contact patients to arrange annual reviews, long\-term condition monitoring and follow\-up appointments, coordinating multiple outstanding reviews wherever possible to improve efficiency and patient care.


• Coordinate appointments and respond to enquiries from care homes, maintaining effective communication with care home staff and the multidisciplinary team.


• Update patient record accurately, including recording clinical information such as new diagnosis, blood pressure readings, ECGs, vital checks, phlebotomy results and other relevant data from clinical correspondence.


• Complete administrative actions assigned by clinicians, ensuring work is carried out efficiently and within agreed timescales.


• Support the practice in maintaining high standards of clinical governance, information governance and data quality.


• Attend and contribute to practice meetings as required.


• Develop and maintain excellent working relationships with clinical and non\-clinical colleagues to support the smooth running of the practice.

Essential

• Minimum of one year's experience working within a GP Practice.

• Knowledge of long\-term condition recall systems and annual review processes.


• Experience working with care homes and community healthcare services.


• Understanding of NHS primary care pathways, Quality and Outcomes Framework (QOF), and clinical coding.


• Experience using EMIS Web and DOCMAN.


• Experience processing, coding and triaging clinical correspondence.


• Excellent organisational and time management skills with the ability to manage competing priorities.


• Excellent IT skills, including Microsoft Office.


• Strong written and verbal communication skills.


• Ability to work independently, use initiative and prioritise workload effectively.


• Flexible, reliable and able to work as part of a multidisciplinary team.


• Commitment to delivering excellent patient care and customer service.

Ability to commute/relocate:

• Maidstone ME15 7LN: reliably commute or plan to relocate before starting work (required)

• GP surgery: 1 year (preferred)

• Fluent English (required)

• United Kingdom (required)

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