Office Administrator

Vertis Health; Hawkesley; On-site; GBP 25,000 - 27,000; Full time

Job summary

Vertis Health, a federation of GP surgeries and PCNs, seeks an organised Office Administrator to support administrative, reception and governance functions across our NHS primary care services.

You will manage patient communications, appointment logistics, and governance documentation, ensuring compliance with CQC standards and NHS contracts while helping maintain a safe, efficient patient environment.

Qualifications

• Excellent organisational and communication skills are essential.
• Proactive approach to problem-solving is required.
• Commitment to delivering a professional, compassionate and responsive service.

Responsibilities

• Provide comprehensive administrative, reception and governance support.
• Manage patient appointments, registrations and clinical activity coordination.
• Handle telephone and digital communications and maintain accurate records.
• Support governance, compliance processes and NHS contractual obligations.
• Contribute to audits, inspections and quality improvement initiatives.

Skills

Strong communication

Organisational skills

Proactive problem-solving

Tools

EMIS

SystmOne

Job description

The Office Administrator plays a vital role in supporting the smooth and efficient delivery of services within Vertis Health's NHS primary care environment. The post holder is responsible for providing comprehensive administrative, reception, governance, and operational support, ensuring the organisation meets regulatory requirements including Care Quality Commission (CQC) standards, NHS contractual obligations, and information governance requirements. Working closely with clinicians, managers, patients, and external stakeholders, the Office Administrator helps maintain high standards of patient care, safety, compliance, and service delivery while contributing to the effective day-to-day running of clinics and organisational operations.

This role requires excellent organisational and communication skills, a proactive approach to problem-solving, and a commitment to delivering a professional, compassionate, and responsive service that supports both patients and the wider healthcare team.

Main duties of the job

The main duties of the Office Administrator involve providing comprehensive administrative, reception, and operational support to ensure the smooth day-to-day running of Vertis Health's primary care services. The role is responsible for managing patient appointments, coordinating reception and clinic activities, handling telephone and digital communications, maintaining accurate records, and supporting clinicians with administrative processes.

The post holder also plays a key role in ensuring compliance with Care Quality Commission (CQC) standards, health and safety requirements, infection prevention and control measures, information governance, and NHS contractual obligations. Working closely with patients, colleagues, and external stakeholders, the Office Administrator contributes to service improvement, supports audits and governance processes, and helps maintain a safe, efficient, and welcoming environment for patients and staff.

About us

We are a federation of GP surgeries and PCNs in Worcestershire, serving over 600,000 NHS patients through a variety of local services.

Our community of GPs are our stakeholders, meaning we are powered by the community we have created - and our goal is to find ways to make it easier for them to spend less time and money on administrative workload, and more time with their patients.

Our GP surgeries remain independent while keeping the benefits of being part of a larger organisation and we exist to protect the interests of our members through advocacy, business support, and revenue generation.

We are ambitious about growth in our network and so, our diversified services help our PCNs to reinvest in vital local healthcare initiatives, providing a sustainable future for their communities in the long term.

Job responsibilities

Reports To: Operations Manager

Hours: To be discussed at interview (Full - time, part - time)

Vertis Health is seeking a highly organised and professional Office Administrator to provide comprehensive administrative, reception, and governance support across the organisation. The successful candidate will play a key role in ensuring the smooth day-to-day running of services, supporting clinicians, patients, and colleagues while maintaining compliance with NHS standards, Care Quality Commission (CQC) requirements, and organisational policies.

The post holder will be responsible for coordinating reception and clinic activities, managing patient communications, supporting governance and compliance processes, and contributing to the delivery of safe, effective, caring, responsive, and well-led healthcare services.

Main Duties and Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the Operations Manager and wider team.
• Prepare, maintain, and update organisational records, documents, policies, and standard operating procedures.
• Support data quality audits, compliance activities, and quality improvement projects.
• Manage electronic filing systems and maintain accurate records.
• Assist with procurement processes, stock management, and supplier communications.

Reception and Patient Services:

• Deliver a professional and welcoming reception service.
• Manage patient registrations, appointment bookings, and demographic updates.
• Coordinate patient flow during clinical sessions and elevate concerns appropriately.
• Ensure waiting areas are maintained to a high standard and provide a positive patient experience.
• Handle patient enquiries with professionalism, empathy, and confidentiality.

Telephone and Digital Communications:

• Answer incoming telephone calls promptly and professionally.
• Manage email inboxes and electronic communication systems.
• Accurately record, process, and relay messages to clinicians and colleagues.
• Support the management of online booking systems and digital patient communications.

Governance, Compliance and Quality:

• Support compliance with CQC Fundamental Standards and NHS contractual requirements.
• Maintain governance records, compliance trackers, and audit documentation.
• Assist with preparation for inspections, audits, and contract reviews.
• Contribute to the organisation's quality improvement initiatives and service development activities.
• Promote a culture of continuous learning, openness, and professional accountability.

Health, Safety and Infection Prevention:

• Support the maintenance of a safe environment for patients, staff, and visitors.
• Conduct routine health and safety checks and maintain compliance records.
• Monitor Infection Prevention and Control (IPC) standards in non-clinical areas.
• Report incidents, hazards, and near misses through organisational reporting systems.
• Support risk assessments and implementation of corrective actions.

Information Governance:

• Ensure compliance with UK GDPR, Data Protection Act 2018, and NHS confidentiality requirements.
• Maintain the security and confidentiality of sensitive patient and organisational information.
• Complete mandatory information governance and data security training.

Please see the job description and person spec attached for more information.

Person Specification

Qualifications

• Understanding of safeguarding and confidentiality requirements.
• Strong communication and organisational skills.
• Previous experience in an NHS Primary Care or healthcare administrative role.
• Experience using NHS clinical systems (EMIS, SystmOne, or similar).
• Working knowledge of CQC Fundamental Standards.
• Health & Safety or IPC training.
• Experience preparing for CQC inspection.
• Knowledge of NHS contractual requirements (GMS/PMS/PCN).

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.

£24,907.61 to £26,566.33 a yearDepending on experience