Senior Administrator

We are seeking a highly organised, proactive and experienced Senior Administrator to join our busy, friendly and supportive team at Speedwell Practice.

The successful candidate will play a key role in ensuring the smooth day-to-day operation of administrative services across the practice. They will lead and support the administration team while delivering efficient, patient-focused services that contribute to high standards of care, regulatory compliance and practice performance.

Main duties of the job

The role involves overseeing patient registration processes, clinical recall programmes, document management, workflow allocation, referral processing, prescription support and the maintenance of accurate patient records using EMIS Web and Docman.

The post holder will also support the achievement of Quality and Outcomes Framework (QOF) targets and other contractual requirements through effective patient recall and engagement processes.

As a Senior Administrator, you will act as a point of escalation for administrative queries, contribute to service improvement initiatives, support staff development and work collaboratively with clinicians, management and external agencies to ensure safe, efficient and high-quality patient care.

Job responsibilities

• Provide day-to-day supervision, guidance and support to the administration team.
• Oversee patient registration and registration workflow processes.
• Manage document scanning, coding and workflow allocation using EMIS Web and Docman.
• Coordinate and monitor patient recall programmes, including QOF recalls, cytology recalls, immunisation recalls, NHS Health Check recalls, learning disability recalls, diabetes recalls and other long-term condition recalls.
• Support the management of appointment scheduling and patient communications.
• Process referrals, prescription requests and other clinical administration tasks.
• Maintain accurate and up-to-date patient records in accordance with information governance requirements.
• Liaise with external organisations regarding the archiving and retrieval of patient medical records.
• Monitor administrative performance and identify opportunities to improve efficiency and patient experience.
• Support the Practice Manager, Deputy Practice Manager and GP partners in achieving operational and service delivery objectives.
• Assist with staff training, induction and the development of administrative procedures.
• Support the practice in achieving QOF targets and other contractual requirements.
• Promote a culture of quality improvement, teamwork and patient-centred care.
• Alert relevant team members to issues relating to quality, safety and risk.
• Assess own performance and take responsibility for actions, either independently or under supervision.
• Contribute to the effectiveness of the team by reflecting on individual and team activities and suggesting improvements.
• Work effectively with individuals and external agencies to meet patients' needs.
• Manage own time, workload and resources effectively.
• Participate in practice meetings and administrative team meetings as required.
• Participate in audits and quality improvement activities where appropriate.

Person Specification

• Qualifications: GCSEs or equivalent qualifications, good standard of written and spoken English, good IT and organisational skills.
• Experience: Previous experience working within a GP practice, experience using EMIS Web, knowledge of QOF and patient recall systems, experience handling patient registrations, clinical correspondence and administrative workflows.
• Desirable: Experience using Docman, previous experience supervising or mentoring administrative staff within a healthcare setting, experience coordinating clinical recall programmes, knowledge of GP practice contractual requirements.

Benefits

• Agenda for Change pay scheme
• Band 3 salary
• Permanent contract
• Full-time, flexible working pattern