Administrator / Private Work Lead

NHS; West Midlands; On-site; GBP 80,000 - 100,000; Part time

Job summary

A medical practice in the West Midlands is seeking an organized and proactive team player for a part-time administrative support role. Responsibilities include managing patient records, processing incoming mail, and supporting clinicians with documentation. Candidates should have excellent IT knowledge and communication skills, alongside a GCSE level education. This role offers the opportunity to work within a friendly team committed to improving patient care while contributing to an efficient healthcare environment.

Qualifications

• Must have excellent IT knowledge and experience of dealing with the public/patients.
• Essential: Educated to GCSE level or equivalent.
• Desirable: Experience in a General Practice environment.

Responsibilities

• Process incoming mail and accurately clinically code data.
• Identify and forward relevant clinical information.
• Support clinical staff with general administrative tasks.

Skills

Excellent IT knowledge

Interpersonal and communication skills

Attention to detail

Education

Educated to GCSE level or equivalent

Tools

EMIS Web

Docman

iGDPR

Job description

Job Summary

We're looking for an organised, proactive team player to join our practice and play a key role in keeping our clinical services running smoothly. In this varied administrative role, you'll manage the flow of information across the organisation processing incoming mail, handling correspondence, and ensuring patient records are accurate, up to date, and coded correctly on EMIS Web.

You'll support clinicians by scanning and attaching documents, identifying and forwarding important clinical information, and managing requests such as SARs, insurance or solicitor letters, and DVLA forms.

If you enjoy working in a busy environment, have great attention to detail, and want to be part of a friendly and supportive team that makes a real change to patient care, we'd love to hear from you.

Main Duties of the Job

The successful candidate will provide comprehensive administrative support to the multidisciplinary team, including coding relevant information into patient’s electronic health records. They will handle enquiries, distribute information, and process both electronic and hard‑copy documents promptly and in line with current policies.

About Us

St Martins' Gate Surgery is a friendly medical practice based across two sites. The main site is situated within the Worcester city boundary and we have a branch surgery located at St Peter’s. Looking after approximately 14,000 patients, we aim to offer the highest level of medical care for the whole family. Our practice is led by four GP Partners and there are also three salaried GPs, three Advanced Nurse Practitioners, Practice Pharmacists and a nursing team who are supported by secretarial, administrative and reception teams.

Details

Date posted: 10 December 2025

Salary: Depending on experience

Contract: Permanent

Working pattern: Part‑time

Reference number: A2285‑25‑0003

Job location: Turnpike House Medical Centre, 37 Newtown Road, Worcester, Worcestershire, WR5 1EZ

Job Responsibilities

• Process incoming mail
• Accurately clinically code data on the clinical system into the patient record
• Identify relevant clinical information documented in patient correspondence, code appropriately and forward to the relevant member/team for appropriate action
• Action all incoming correspondence, emails and mail in a timely manner
• Scan patient related documentation and attach scanned documents to patient healthcare records
• Input data into patient healthcare records as necessary
• Action and complete EMIS Web documents in a timely manner
• Process requests for information (e.g. SARs, insurance/solicitors letters, DVLA forms)
• Support all clinical staff with general administrative tasks as requested
• Maintain a clean, tidy and effective working area at all times

In addition to the primary responsibilities, you may be requested to:

• File and store records as required
• Photocopy documentation as required
• Partake in audits as requested
• Carry out system searches as requested

Person Specification

Qualifications

• Essential: Educated to GCSE level or equivalent
• Desirable: Experience with clinical systems such as EMIS Web, Docman or iGDPR

Experience

• Essential: Excellent IT knowledge; experience of dealing with the public/patients; excellent interpersonal and communication skills
• Desirable: Experience in a General Practice environment

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.

Employer details

Employer name: St. Martins Gate Surgery

Address: Turnpike House Medical Centre, 37 Newtown Road, Worcester, Worcestershire, WR5 1EZ

Website: https://www.stmartinsgatesurgery.co.uk/ (Opens in a new tab)