Administrator

Baddeley Green Surgery; Tunstall; On-site; GBP 14,000 - 21,000; Part time

Job summary

Baddeley Green Surgery is seeking a part-time Administrator to support a busy primary care team. You will handle front-desk duties, patient appointments, and general administration in a role focused on patients and clinicians. The post requires proactive, friendly service and careful attention to data and confidentiality.

Hours are 25–30 per week with cover until 6:30pm for sickness and holidays. The role involves a broad range of admin tasks, clinic support, and collaboration with external

Qualifications

• Experience in primary care administration and reception or customer service.
• Proactive and self-motivated with strong organisational skills.
• Good communication and ability to handle public queries face to face and by phone.

Responsibilities

• Greet and direct patients and manage the appointment system.
• Book appointments and refer patients where appropriate.
• Scan and code patient documents; attach to records.
• Process personal, telephone and electronic appointment requests.
• Answer calls, transfer where needed and handle requests appropriately.
• Route information requests (SAR, Insurance, DVLA, etc.) to the right staff.
• Support the secretarial team with emails and tasks as required.
• Manage queries efficiently and maintain data accuracy.
• Input data into patient healthcare records and registrations.
• Assist reception with patient appointments and look after medical records.
• Assist with Covid vaccination clinics and related queries.
• Keep practice policies up to date and support the Practice Manager.

Skills

Primary Care experience

Reception experience

Customer service

Job description

PLEASE NOTE THIS IS A SURGERY BASED ROLE NOT A HYBRID OR REMOTE ROLE Previous Applicants need not apply An exciting opportunity has arisen at Baddeley Green Surgery for a part-time Administrator, working 25 to 30 hours per week with cover until 6:30pm for sickness and holiday absence. We are looking for someone who has experience in Primary Care who is pro‑active, enthusiastic self‑motivated with experience in dealing with general administration duties, general public face to face and via telephone, who has working in a previous reception or customer service role. To be responsible for undertaking a wide range of administration duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, referring patients, scanning and processing of information, completing basic non‑opinion forms for the GP to approve and sign including Insurance Forms, Benefit Forms, PIP forms, DVLA, Gun Licences etc and assisting patient's general enquiries as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers. Attendance at the Covid 19 vaccination clinics, dealing with patient queries regarding the Covid 19 vaccinations. To provide effective high quality and responsive care appropriate and timely within a safe environment to meet the needs of our registered patients without restriction or discrimination, adhering to information governance regulations at all times. To ensure all staff both clinical and non‑clinical are aware and up to date with all relevant training for their roles, to ensure safe delivery of services to patients.

• a. Patient recalls
• b. Carry out system searches as requested
• c. Initiating contact with and responding to, requests from patients, team members and external agencies
• d. Scanning and coding of patient related documentation and attaching scanned documents to patients healthcare records
• e. Process personal, telephone and e‑requests for appointments
• f. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• g. Action direct requests for information i.e. SAR, Insurance/Solicitors letters and DVLA forms to the appropriate personnel
• h. Action incoming emails/tasks as necessary in support of the secretarial team i
• i. Manage all queries as necessary in an efficient manner
• j. Data input with attention to detail
• k. Action incoming emails and online triage when necessary
• l. Support reception staff making patients appointments
• m. Dealing with medical records regarding Social Services and Safeguarding requests
• n. Photocopy documentation as required
• o. Data entry of new and temporary registrations and relevant patient information as required
• p. Summarising and Input data into the patients healthcare records as necessary
• q. Direct requests for information i.e. SAR, insurance/solicitors letters, DVLA, PIP and Benefit forms and DVLA forms etc
• r. General administration duties, eg photocopying, filing, shredding etc
• s. Maintain a clean, tidy, effective working area at all times
• t. Support all clinical staff with general tasks as requested
• u. Dealing with patients Covid 19 Vaccination queries
• v. Attendance and duties required at the Covid Vaccination Clinic
• w. Updating and reviewing practice policies and procedures
• x. Searches and duties to support the Practice Manager
• y. Undertaking Fire Alarm Testing and Water Analysis in accordance with the Legionnaires requirements
• z. NHS App, Website & Facebook Ambassador