Patient Services Administrator

NORTHGATE SURGERY; Pontefract; On-site; GBP 21,000 - 26,000; Full time

Job summary

Northgate Surgery in Pontefract is seeking a Patient Service Administrator to support the delivery of primary care services, coordinating medical reports, private work, and patient records.

The role works with GP practice staff in a busy healthcare environment and requires GCSEs, IT skills, and experience handling confidential information. The post offers training, development opportunities, and a supportive team culture.

Qualifications

• GCSE (or equivalent) in English and Maths at grade C/4 or above.
• Competent IT skills including Microsoft Office and computerised systems.
• NVQ Level 3 in Business Administration or equivalent.
• Information Governance or Data Protection training.

Responsibilities

• Processing and coordinating Insurance, GP Reports (IGPR), Subject Access Requests, and other medical report requests.
• Administering private work requests, including private letters, medical examinations, insurance documentation, and associated invoicing.
• Managing prescription-related queries in accordance with practice procedures and policies.
• Processing and responding to patient and healthcare professional test results enquiries in line with practice protocols.
• Scanning, coding, and processing incoming correspondence and clinical documentation.
• Maintaining accurate electronic patient records and ensuring information is updated appropriately.
• Supporting the summarisation and management of patient medical records.
• Monitoring and managing clinical administration workflows and shared practice inboxes.
• Liaising with hospitals, pharmacies, community services, and other healthcare organisations regarding administrative matters.
• Producing routine correspondence, reports, and documentation as required.
• Supporting quality improvement initiatives, enhanced services, and contractual requirements.
• Maintaining confidentiality and ensuring compliance with GDPR, Information Governance, and practice policies.

Skills

Communication

Organisation

Attention to detail

Confidentiality

Education

GCSE English and Maths

NVQ Level 3 in Business Administration

Information Governance training

Tools

SystmOne

Microsoft Office

Job description

At Northgate Surgery, our Patient Service Administratorsplay a vital role in supporting the smooth and effective delivery of primarycare services. Working alongside our Patient Service Advisors, GPs, nurses,management team, and external healthcare providers, you will be responsible fora wide range of administrative duties that directly contribute to patient careand the efficient running of the practice.

Main duties of the job

This is a varied and rewarding role suited to an organised, detail-focused individual who enjoys working in a busy healthcare environment. The successful candidate will support key administrative functions including the processing of medical reports, private work, patient records management, prescription administration, clinical correspondence, and results enquiries.

The hours for this role are Monday,Tuesday, Thursday, Friday 9-5 and Wednesdays 8:30-4

About us

Northgate Surgery is a large, innovative GP practice serving approximately 16,400 patients in Pontefract and the surrounding area.

As an active member of our Primary Care Network and a well-established training practice, we work closely with local healthcare providers to deliver high-quality patient care while supporting the development of future healthcare professionals.

We are proud of our supportive culture and commitment to staff wellbeing. In addition to offering excellent training and development opportunities, we provide:

• Six weeks annual leave plus bank holidays
• Free staff parking nearby
• Quarterly wellbeing lunches
• Quarterly staff recognition awards
• Supportive and inclusive team environment

At Northgate Surgery, we value teamwork, professionalism, innovation, and providing the highest standard of service to our patients.

Job responsibilities

The successful candidate will be responsible for:

• Processing and coordinating Insurance, GP Reports (IGPR), Subject Access Requests, and other medical report requests.
• Administering private work requests, including private letters, medical examinations, insurance documentation, and associated invoicing.
• Managing prescription-related queries in accordance with practice procedures and policies.
• Processing and responding to patient and healthcare professional test results enquiries in line with practice protocols.
• Scanning, coding, and processing incoming correspondence and clinical documentation.
• Maintaining accurate electronic patient records and ensuring information is updated appropriately.
• Supporting the summarisation and management of patient medical records.
• Monitoring and managing clinical administration workflows and shared practice inboxes.
• Liaising with hospitals, pharmacies, community services, and other healthcare organisations regarding administrative matters.
• Producing routine correspondence, reports, and documentation as required.
• Supporting quality improvement initiatives, enhanced services, and contractual requirements.
• Maintaining confidentiality and ensuring compliance with GDPR, Information Governance, and practice policies.
• Working collaboratively with colleagues across the practice to ensure administrative work is completed accurately and within agreed timescales.

Person Specification

Qualifications

• Good standard of general education, including GCSE (or equivalent) Grade C/4 or above in English and Mathematics.
• Competent IT skills, including Microsoft Office applications and computerised systems.
• NVQ Level 3 in Business Administration or equivalent qualification.
• Information Governance or Data Protection training.

Experience

• Previous experience in an administrative role.
• Experience working in a busy office or healthcare environment.
• Experience managing and prioritising a varied workload.
• Experience handling confidential or sensitive information.
• Experience using computerised systems and databases.
• Experience working both independently and as part of a team.
• Previous experience working within a GP practice, Primary Care, NHS organisation, or healthcare setting.
• Experience using SystmOne.
• Experience processing medical reports, insurance reports, or IGPR requests.
• Experience administering private work and associated invoicing.
• Experience processing test results enquiries.
• Experience scanning, coding, or summarising patient records.
• Experience processing patient registrations and record transfers.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain accuracy when working under pressure.
• Ability to prioritise workload and meet deadlines.
• Understanding of confidentiality and data protection principles.
• Ability to work professionally with colleagues, patients, and external organisations.
• Strong problem-solving skills and ability to use initiative.
• Ability to learn and adapt to new systems and processes.
• Understanding of NHS Primary Care services.
• Knowledge of Information Governance and GDPR requirements within healthcare.
• Understanding of prescription processes within General Practice.
• Awareness of medical terminology.
• Knowledge of QOF, Enhanced Services, and General Practice contractual requirements.

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.