GP Administrator

Job overview

Leckhampton Surgery is seeking an organised, proactive, and experienced full time GP Administrator to join our friendly administrative team. You will play a key role in supporting the smooth running of the practice by delivering high quality administrative and clerical support to clinicians and nonclinical staff.

If you are a team player with excellent attention to detail and a passion for supporting the delivery of patient care, we would love to hear from you.

Job description

This is a varied and dynamic role providing essential administrative support to ensure the smooth day-to-day running of the practice and the delivery of high-quality patient care.

This is not a traditional medical secretary role. The successful candidate will be working across a wide range of administrative functions and develop knowledge and competency in multiple aspects of General Practice administration.

The role involves processing and managing patient registrations, deductions, GP2GP record transfers, patient deaths, clinical coding, medical records administration, referrals, private work, complaints and the management of multiple practice inboxes. The post holder will also support the processing of incoming clinical correspondence, ensuring records are accurately coded and maintained within SystmOne.

You will work closely with clinicians, administration colleagues and external healthcare providers, requiring excellent communication skills, strong attention to detail, and the ability to manage competing priorities effectively.

Applicants should have previous NHS administration experience, ideally within Primary Care or General Practice. Experience using SystmOne is highly desirable.

This is a rewarding role within a supportive and well-established team and would suit someone who enjoys variety, is adaptable, and takes pride in delivering a high standard of work in a fast-paced healthcare environment.

Job responsibilities

The GP Administrator is responsible for providing a comprehensive range of administrative and clerical support to the multidisciplinary team, helping to ensure the smooth and efficient running of the practice and delivery of high-quality patient care.

The role encompasses a wide variety of administrative functions, including patient registrations and deductions, medical records management, clinical correspondence processing, referrals, private work, information requests and complaints administration. The successful candidate will be adaptable, organised, detail-oriented and able to manage a varied workload within a busy General Practice environment.

Main Duties and Responsibilities

• Process and maintain electronic patient records, including patient registrations, deductions, GP2GP transfers, demographic updates, medical record requests and patient deaths.
• Review, process, code and workflow incoming clinical correspondence using the practice's AI-assisted document management system (Anima), applying appropriate oversight and professional judgement to ensure patient records remain accurate, up to date and compliant with practice protocols.
• Scan, upload, index and manage patient documentation, maintaining high standards of record keeping and data quality.
• Monitor and action shared practice inboxes, tasks and communication systems within agreed timescales.
• Process NHS and private referrals, maintaining accurate records and liaising with patients, clinicians and external healthcare providers as required.
• Support the administration of Subject Access Requests (SARs), insurance reports, solicitor requests, DVLA enquiries and other information requests.
• Administer private work, including medical reports, forms, letters and associated fees, ensuring work is processed efficiently and accurately.
• Support the administration of patient complaints and concerns, maintaining records and assisting with correspondence and information gathering as required.
• Produce letters, reports, searches and other administrative documentation to support clinical, operational and quality improvement activities.
• Communicate professionally with patients, carers, healthcare professionals and external organisations, providing a responsive and patient-focused service.
• Work collaboratively with colleagues across the practice to support service delivery and maintain an effective administrative function.

Professional Responsibilities

The post holder will:

• Maintain strict confidentiality and comply with GDPR, NHS guidance and practice policies at all times.
• Demonstrate professionalism, accuracy, initiative and excellent attention to detail.
• Manage workload effectively, prioritising tasks within a busy and changing environment.
• Participate in mandatory training, appraisal and continuous professional development.
• Contribute to audits, quality improvement initiatives and service development activities.
• Support equality, diversity and inclusion, treating patients, visitors and colleagues with dignity, fairness and respect.
• Remain flexible and willing to develop knowledge and skills across multiple areas of General Practice administration.
• Undertake any other duties appropriate to the role and commensurate with the needs of the practice.

About the organisation

Leckhampton Surgery is well regarded locally. We have a culture of learning and mutual support, valuing the opinions of all members of our practice team. We prioritise staff wellbeing and as a result have a very low staff turnover and enjoy a friendly and supportive working atmosphere.

We are committed to providing high-quality patient care and recognise the vital contribution that our administrative team makes in achieving this. We encourage professional development and support staff in expanding their knowledge and skills across all areas of practice administration.

Person specification

Personal Qualities

Essential

• Professional, approachable and patient-focused manner.
• Reliable, adaptable and able to remain calm under pressure.
• Positive attitude with a willingness to support colleagues and contribute to the wider practice team.
• Commitment to delivering a high standard of patient service.
• Ability to work on-site and demonstrate flexibility to work between 8:00am and 6:00pm as a full-time working pattern.

Knowledge and Skills

Essential

• Excellent organisational skills with the ability to prioritise workload effectively and meet deadlines.
• Strong attention to detail and a high standard of accuracy.
• Excellent communication and interpersonal skills, both written and verbal.
• Ability to work independently using initiative and as part of a wider team.
• Good data entry and record management skills.
• Understanding of confidentiality, GDPR and information governance requirements.
• Willingness to learn and develop across a broad range of General Practice administrative functions.

Desirable

• Understanding of General Practice processes and NHS Primary Care services.
• Understanding of medical terminology and clinical correspondence.
• Familiarity with AI-assisted document management and workflow systems, such as Anima.

Experience

Essential

• Previous administrative experience within the NHS.
• Experience working within a busy office, healthcare or customer service environment.
• Experience managing multiple and varied workloads while maintaining accuracy and attention to detail.
• Experience handling confidential and sensitive information.
• Experience using Microsoft Office applications and other IT systems.

Desirable

• Previous experience working within General Practice or Primary Care.
• Experience using SystmOne.
• Experience processing clinical correspondence, coding and maintaining electronic patient records.
• Experience managing patient registrations, deductions, GP2GP transfers and medical records.
• Experience processing referrals via eRS and other referral pathways.
• Experience handling private work, insurance reports, Subject Access Requests (SARs) and medical records requests.

Qualifications

Essential

• GCSE Grade C/4 or above (or equivalent) in English and Mathematics.

Desirable

• Qualification or training relevant to medical administration, information governance or healthcare records management.
• Evidence of continued professional development.