This is a hybrid role combining administrative and reception responsibilities to support the efficient day-to-day running of the practice. The post holder will undertake a range of back-office administrative duties including clinical coding, document management, prescriptions, and patient registrations.
From 4:00 PM onwards, the role will transition to reception position, delivering a professional, efficient, and compassionate service to patients and visitors. The role requires flexibility, strong organisational skills, and the ability to manage both administrative and front-line responsibilities effectively.
Key Responsibilities
Administrative Duties (Core Day Role)
Clinical Coding & Records Management
- Accurately perform Read coding of patient records in line with clinical standards and practice protocols
- Review and process clinical correspondence, ensuring appropriate coding and filing
- Maintain high-quality, accurate patient records
- Support data quality initiatives and audits
- Document Management (Scanning & Workflow)
- Scan and attach documents to patient records accurately and in a timely manner
- Process incoming post (electronic and paper), distributing to the appropriate clinicians or teams
- Manage and action workflow tasks, escalating where necessary
- Ensure all records are maintained in line with practice procedures
Prescriptions Administration
- Process repeat prescription requests safely and in line with practice protocols
- Liaise with GPs and clinical staff regarding prescription queries
- Manage electronic prescriptions (EPS) and related administrative tasks
- Ensure timely and accurate processing of all prescription requests
Patient Registrations & Deductions
- Process new patient registrations, ensuring all required information is complete
- Register patients accurately on the clinical system
- Manage patient deductions and transfers
- Maintain up-to-date and accurate patient demographic records
General Administration
- Manage internal tasks, emails, and system alerts (including online consultation systems such as Accurx)
- Support the wider team with administrative duties as required
- Assist with reports, audits, and data entry
- Maintain strict confidentiality and adhere to GDPR requirements
Reception Duties (From 4:00 PM Onwards)
- Provide a professional and welcoming front-of-house service
- Greet patients and visitors, ensuring a positive patient experience
- Answer incoming calls promptly and manage queries effectively
- Book, amend, and cancel appointments using the clinical system
- Signpost patients to appropriate services or clinicians
- Manage patient flow and waiting areas
- Handle sensitive or challenging situations calmly and professionally
- Support colleagues during busy periods to maintain service standards
Hours are 37.5 a week 10:45am-18:45pm Monday-Friday
Must have experience with SystmOne and within Primary Care.