Clinical Administrator

Manor View Practice; United Kingdom; Remote; GBP 17,000 - 24,000; Full time

Job summary

Manor View Practice is seeking a Clinical Administrator to provide accurate, compassionate administrative support within the primary care team. You will coordinate care-home activity, referrals, clinical forms and follow-up work, ensuring information is shared promptly with patients, carers and clinicians.

This non-clinical post works under agreed protocols, with clinical decisions reserved to GPs. The role requires meticulous record-keeping, use of EMIS and MS 365, and the ability to manage

Qualifications

• Experience in administrative or customer-facing roles within health/social care.
• Understanding of confidentiality and data protection.
• Ability to work across multiple sites and care homes as part of a primary care team.
• Proven ability to manage tasks, maintain trackers and meet deadlines.

Responsibilities

• Coordinate care-home activity, referrals, clinical forms and follow-up actions.
• Complete ADHD referrals and other clinical forms following agreed pathways.
• Maintain clear communication with patients, carers and professionals by phone and written correspondence.
• Book and coordinate follow-up appointments and ensure accurate patient records in EMIS.
• Work with the Primary Care Team Lead and other staff to support governance and service improvement.

Skills

Communication skills

Organisational skills

Attention to detail

Empathy

Education

Relevant administration qualification

Tools

EMIS

Microsoft Excel

Microsoft 365

Job description

Clinical Administrator

Job Description and Person Specification

Job title: Clinical Administrator

Salary: £15.00 per hour

Hours: 30–37.5 hours per week, agreed at appointment; five days per week

Contract: Permanent

Reports to: Primary Care Team Lead

Clinical escalation: Relevant GP

Location: Manor View Practice sites, with occasional care-home meetings or visits when operationally required

Job purpose

The Clinical Administrator provides accurate, compassionate and well‑organised administrative support within the primary care team. The postholder will coordinate care-home activity, referrals, clinical forms and follow‑up work, helping patients, carers, clinicians and external services receive the right information at the right time.

This is a non‑clinical role. Work will be completed under agreed protocols. Clinical decisions, interpretation and final approval remain with the relevant GP or other authorised clinician and any clinical concern must be escalated promptly.

Key responsibilities

1. Care‑home coordination

Act as a central administrative contact for the care homes supported by the practice, communicating professionally with care‑home staff, residents’ representatives, patients and carers.

Prepare accurate patient lists and relevant administrative information for GP care‑home ward rounds, checking that known requests and outstanding actions are clearly identified.

Following each ward round, enter or upload agreed information and actions into EMIS in line with practice protocols, ensuring the clinical record accurately reflects the clinician’s instructions.

Track actions arising from ward rounds, chase responses and coordinate follow‑up appointments, tests, prescriptions or referrals as directed.

Liaise with care homes between ward rounds to obtain information, progress requests and route clinical questions or concerns to the relevant GP.

Coordinate long‑term condition reviews for care‑home residents, including identifying patients due for review and arranging the required appointments or information.

Organise pharmacist ward rounds and seasonal influenza vaccination rounds, including lists, scheduling, communications and follow‑up administration.

Attend occasional care‑home meetings and visit care homes when operationally required.

2. Referrals, forms and clinical correspondence

Complete ADHD referral forms under agreed pathways and protocols, using information provided by the patient, parent or carer.

Contact patients, parents, carers or other appropriate representatives to gather the information required for other referral forms and questionnaires, using sensitive and clear communication.

Draft referral forms for review and approval by the relevant GP or authorised clinician; check that approved referrals are submitted correctly and recorded.

Complete maternity returns and other routine clinical forms under agreed protocols.

Prepare other referral forms, clinical questionnaires, reports and supporting letters, seeking clinician input and approval where required.

Monitor referrals and forms through to completion, chasing missing information or external responses and keeping patients or carers appropriately informed.

3. Patient and carer communication

Communicate confidently by telephone and in writing, adapting the approach for people who may be anxious, vulnerable, unwell or have additional communication needs.

Listen with empathy, gather information accurately and explain administrative processes, likely next steps and expected timescales without offering clinical advice.

Maintain appropriate consent, confidentiality and identity checks when communicating with patients, partners, family members and carers.

Recognise when information indicates a possible clinical, safeguarding or welfare concern and escape it promptly through the correct practice route.

4. Workflow, records and follow‑up

Prepare and process clinical administrative work under agreed practice protocols and standard operating procedures.

Maintain clear task lists or trackers, prioritise work, monitor deadlines and follow outstanding actions through to completion.

Code agreed information accurately into EMIS within the postholder’s training, competence and authorised role boundaries.

Book or coordinate follow‑up appointments and communicate arrangements to patients, carers, care‑homes and relevant team members.

Check work for accuracy, completeness and correct patient details before submission, filing or onward transfer.

Contribute to service improvement by identifying recurring delays, gaps or risks and suggesting practical changes to the Primary Care Team Lead.

5. Team working and governance

Work closely with the Primary Care Team Lead, GPs, pharmacists, nurses, administrative colleagues, care‑home staff and external providers.

Manage day‑to‑day workload independently while seeking support when priorities conflict or work falls outside agreed protocols.

Follow practice policies for confidentiality, information governance, data protection, safeguarding, health and safety, equality and infection prevention.

Undertake required training, supervision and appraisal, and maintain competence in relevant systems and processes.

Provide reasonable cross‑cover within the primary care team and work flexibly across Manor View Practice sites when required.

Key working relationships

Primary Care Team Lead; GP partners and salaried GPs; pharmacists and pharmacy technicians; nursing and wider clinical teams; practice administrative teams; care‑home managers and staff; patients, carers and authorised representatives; community, secondary‑care and referral services.

Person specification

Communication

• Confident and professional telephone communication
• Clear written communication and accurate information gathering
• Able to communicate sensitively with patients, carers and professionals

• Experience communicating with care homes or external health and care services

Approach

• Methodical, organised and consistently accurate
• Empathetic, patient and respectful
• Reliable follow-through and attention to deadlines
• Calm and discreet when handling sensitive information

• Experience supporting older people, vulnerable patients or carers

Skills

• Able to prioritise competing tasks and maintain trackers
• Confident using Microsoft Excel to maintain accurate spreadsheets and trackers, as well as email, documents and other clinical or administrative IT systems
• Able to work independently and as part of a multidisciplinary team
• Understands when and how to elevate concerns

• Experience of EMIS
• Clinical coding or referral‑processing experience
• Experience of wider Microsoft 365 applications

Knowledge and experience

• Experience in an administrative or customer‑facing role
• Understanding of confidentiality and data protection

• Experience in general practice, primary care or clinical administration
• Experience coordinating care‑home work, referrals, reports or clinical forms
• Awareness of NHS referral pathways and long‑term condition processes

Other

• Able to work the agreed hours across five days and flex across practice sites
• Willing to attend care‑home meetings or visits when required; committed to equality, learning and improvement

• Relevant administration, customer‑service or health/social‑care qualification