Practice Administrator/Care Co-ordinator

Primary Care Careers; Norwich; On-site; GBP 8,500 - 11,000; Part time

Job summary

Hoveton and Wroxyn Medical Centre is seeking a well-organised practice administrator for 15 hours per week, Thursdays and Fridays, with flexible start/end times. You will provide admin support to doctors, clinical and management teams and handle clinical correspondence, records, screening and GP-related admin tasks.

Ideal candidates will have strong IT, time management and confidentiality, with SystmOne experience and the ability to multi-task within a multi-disciplinary team.

Qualifications

• An experienced administrator, with excellent IT, time management and organisational skills.
• SystmOne experience is desirable.
• Ability to communicate effectively with colleagues and patients, working in a confidential and discreet manner.
• We are looking for someone who can actively encourage our patients to engage with the practice to assist with medical student training.
• Ability to multi-task, work efficiently and maintain a high level of attention to detail, when under pressure.
• Ability to work as part of a multi-disciplinary team, as well as independently.
• Primary care experience is desirable but not essential.
• Experience in medical terminology or clinical coding would be desirable.

Responsibilities

• Scanning, summarising and coding of clinical correspondence. Following the practice protocol and using own initiative to highlight urgent actions to GPs where relevant.
• Summarising and management of medical records, including the use of the National Data Repository.
• Processing OOH reports, NHS 111 reports and admission & discharge information.
• Recording cervical screening and bowel screening results within SystmOne.
• Supporting the nursing team with some of the admin functions in relation to the Cervical Screening Management Service.
• Recording vaccination history within SystmOne.
• Processing GP2GP transfers, entering any missing allergies/read codes as necessary.
• Processing GP insurance reports, ensuring the correct invoice is generated and fees paid in advance.
• Processing Subject Access Requests in strict accordance with the practice’s protocol making sure these are done in a timely manner and entered onto the spreadsheet.
• Processing requests for non-NHS work, ensuring correct consent, raising invoices, advising on the fee and entering on the spreadsheet.
• There will be minimal patient contact, taking messages and dealing with appropriate queries, ensuring data entered into patients’ notes is accurate and relevant.

Skills

IT skills

Time management

Organisational skills

SystmOne experience

Communication skills

Multi-tasking

Teamwork

Confidentiality

Job description

About the Role

Hoveton and Wroxham Medical Centre is looking for a well organised and motivated practice administrator to join us on a part-time basis of 15 hours a week, worked over Thursdays and Fridays. There is some flexibility regarding the start and finish times: either 8.00am - 4.00pm or 8.30am - 4.30pm each day.

This role will provide comprehensive administrative support to the doctors, clinical and management teams throughout the practice.

The main responsibilities of the role include:

• Scanning, summarising and coding of clinical correspondence. Following the practice protocol and using own initiative to highlight urgent actions to GPs where relevant.
• Summarising and management of medical records, including the use of the National Data Repository.
• Processing OOH reports, NHS 111 reports and admission & discharge information.
• Recording cervical screening and bowel screening results within SystmOne.
• Supporting the nursing team with some of the admin functions in relation to the Cervical Screening Management Service.
• Recording vaccination history within SystmOne.
• Processing GP2GP transfers, entering any missing allergies/read codes as necessary.
• Processing GP insurance reports, ensuring the correct invoice is generated and fees paid in advance.
• Processing Subject Access Requests in strict accordance with the practice’s protocol making sure these are done in a timely manner and entered onto the spreadsheet.
• Processing requests for non-NHS work, ensuring correct consent, raising invoices, advising on the fee and entering on the spreadsheet.
• There will be minimal patient contact, taking messages and dealing with appropriate queries, ensuring data entered into patients’ notes is accurate and relevant.

Please note, previous applicants need not apply.

For more information, please see job description attached.

About the Candidate

We would welcome applications from organised, adaptable and friendly individuals who are keen to help us provide high levels of customer service. Applicants should have the following skills and experience:

• An experienced administrator, with excellent IT, time management and organisational skills.
• SystmOne experience is desirable.
• Ability to communicate effectively with colleagues and patients, working in a confidential and discreet manner.
• We are looking for someone who can actively encourage our patients to engage with the practice to assist with medical student training.
• Ability to multi-task, work efficiently and maintain a high level of attention to detail, when under pressure.
• Ability to work as part of a multi-disciplinary team, as well as independently.
• Primary care experience is desirable but not essential.
• Experience in medical terminology or clinical coding would be desirable.

Some flexibility is required as you will sometimes need to work additional or alternative hours to cover for colleagues.

About Us

We are a highly reputable, friendly and supportive semi-rural, dispensing, research and GP training practice operating in north Norfolk within the village of Hoveton/Wroxham, 6-miles to the north east of the fine city of Norwich. We have a growing list size of approximately 10,000 patients. We are also a member of the NN4 Primary Care Network, working closely with 5 other local practices.

Since 2025, Hoveton and Wroxham Medical Centre has been managing primary care services at the new Magna Medical Centre in Rackheath.

Disclosure and Barring Service Check

Please note 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 to check for any previous criminal convictions.