Administrator - General Practice

Collingwood Health Group; North Shields; On-site; GBP 22,000 - 27,000; Full time

Job summary

A progressive GP practice in North Shields seeks an Administrator to join their dedicated team. This role involves providing comprehensive administrative support while acting as a Safeguarding Administrative Lead. The ideal candidate will have strong IT skills, particularly in Microsoft Office, and prior experience in a GP practice. This is an excellent opportunity for those looking to advance their administrative career in a supportive environment.

Qualifications

• Ability to manage multiple tasks and work under pressure.
• Understanding of NHS policies, confidentiality, and safeguarding requirements.
• Previous experience working in a GP practice.

Responsibilities

• Provides comprehensive administrative support across clinical and governance areas.
• Acts as Safeguarding Administrative Lead, maintaining accurate confidential records.
• Coordinates patient communications and manages palliative care administration.

Skills

Strong IT and administrative skills

Proficiency in Microsoft Office and Excel

Excellent written and verbal communication skills

Organised and proactive

Education

GCSE grade A to C in English and Maths

Tools

SystmOne

Job description

Due to internal promotion we are seeking a proactive andhighly organised Administrator to join our friendly and dedicated team at Collingwood Health Group. This is an excellent opportunity for someone withexperience in a general practice setting who is looking to take the next stepin their administrative career.

As an administrator, you will work closely with the whole team to ensurethe smooth running of administrative processes. Your role will supportoperational efficiency and contribute to the delivery of high-quality care toour patients.

Main duties of the job

Please see full job description attached, but primary duties will include:

Provides comprehensive administrative support across multiple clinical and governance areas within the practice. Acts as Safeguarding Administrative Lead, maintaining accurate confidential records, supporting staff with safeguarding processes, referrals, audits, and liaising with external agencies in line with NHS, CQC and local policies.

Supports Cancer Champion activities in collaboration with PCN staff, including appointment coordination, attendance at quarterly PCN cancer meetings, audits/searches with the lead GP, and management of bowel screening results.

Manages pessary recall processes, patient communications (website, posters, texts, waiting room screens), GP links including patient deductions and address monitoring, and processes non-NHS reports such as solicitor, insurance, Department of Health, benefits, and subject access requests.

Coordinates optician referral correspondence, palliative care administration (registers, meetings, minutes, templates, Black Pear requests), DNAR monitoring, and death administration including registers, documentation, liaison with GPs/medical examiners, and record updates.

Oversees recall systems for blood tests, scans, medications and specialist monitoring (e.g. lithium, prostate cancer injections), undertaking regular searches and diary updates. Completes ad hoc administrative tasks as requested by the healthcare team.

About us

Collingwood Health Group is a progressive,patient-focused GP practice dedicated to delivering high-quality primary careservices. We foster a collaborative and supportive team environment and arecommitted to the ongoing professional development of all staff.

Serving a patient population of approximately 24,500 acrossfour sites, we are a well-established, forward-thinking practice providing careto diverse communities. Our scale and multi-site presence enable us to offer a dynamic and resilient approach to service delivery.

Our organisation is led by a team of 10 dedicated GPPartners and supported by a wide-ranging multidisciplinary team that includesSalaried GPs, Advanced Nurse Practitioners, Practice Nurses, a CommunityPractitioner, Physician Associate, Nursing Associates, Healthcare Assistants,and a Phlebotomist. We are also fortunate to have an integrated pharmacy teamcomprising Clinical Pharmacists and Pharmacy Technicians, who contributesignificantly to the safe and effective management of prescribing and medicationuse.

This robust clinical workforce is underpinned by a highlyskilled and efficient administrative team that ensures the seamless operationof the practice. Together, our multidisciplinary team is committed to providing outstanding care and continually improving health outcomes for the communitieswe serve.

Job responsibilities

Primary Responsibilities

Safeguarding

Act as a Safeguarding Administrative Lead for the Practice, coordinating and maintaining accurate, confidential safeguarding records in line with NHS, CQC and local safeguarding policies.

Support clinical and non-clinical staff with safeguarding processes, including documentation, referrals, audits, and communication with external agencies, ensuring timely and compliant administrative oversight.

Cancer Champion

In collaboration with PCN staff.

Attending quarterly PCN Cancer meeting.

Searches/Audit with lead GP

Management of bowel screening results

Pessary Change

Monthly patient search on recall dates.

Send out appointment letters.

Keep GP and reception pessary stocks available.

Patient Communications

Supplying information to patients via website, posters and texts.

Coordination of content for internal waiting room TV screens

GPLinks

Monitoring of patient address changes, inside and outside of practice boundary

NonNHS Related Reports

Processing of reports from solicitors/insurance companies

Processing of any department of health and/or benefit related reports

Processing of any subject access requests

Contact patient to identify which hospital they wish to be referred to and forward information to secretaries to undertake referral.

PalliativeCare

Produce, monitor and update palliative care register monthly for presentation at monthly meeting.

Invite relevant team members to attend monthly meeting

Minute palliative care meeting and share notes accordingly

Update palliative care template as appropriate

Process black pear requests as appropriate

DNAR's

Add diary dates for DNARs

Undertake monthly search for DNAR's to check all in date

Prepare up to date information in relation to any out of date DNAR's and forward to appropriate GP/location.

Deaths

Ensure death register is up to date

Update electronic registration documentation in line with date of death and request patient deduction

Liaise with appropriate GP and medical examiner with regards to the processing of relevant documentation.

Scan a copy of patient death certificate to electronic records.

Update Black Pear as appropriate.

Recall

Update diary dates for 6-12 weeks for one off bloods

Update 3 month diary date for FBC and Ferritin

Update diary date for regular bloods

Update diary dates for PSA bloods

Update diary dates for Dexa Scans

Update diary dates for USS

Undertake search on a monthly basis for patients on Lithium

Undertake search for patients receiving injections in line with prostate cancer

Update diary dates for patients on certain drugs who need regular blood tests

Tasks

Action tasks from members of the health care team as appropriate.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths

Experience

• Strong IT and administrative skills, with proficiency in Microsoft Office and Excel.
• Ability to manage multiple tasks and work under pressure. Must have excellent written and verbal communication skills.
• Organised, proactive, and able to work both independently and as part of a team.
• Understanding of NHS policies, confidentiality, and safeguarding requirements.
• Previous experience working in a GP practice.
• Experience using clinical systems (SystmOne).
• Experience with MARAC and all safeguarding matters.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.