Practice Administrator/Care Co-ordinator

All Locations; Norwich; On-site; GBP 18,000 - 24,000; Full time

Job summary

Hoveton and Wroxham Medical Centre is seeking a well organised and motivated practice administrator to join us on a full- or part-time basis. Roles offer 8am–4pm or 8:30am–4:30pm, with potential two part-time positions making up a full-time equivalent.

The role provides comprehensive administrative support to doctors, clinical and management teams. You will handle clinical correspondence, medical records, NHS reports, cervical/screening data, and student training support, among other duties.

Qualifications

• Experienced administrator with excellent IT, time management and organisational skills.
• Ability to communicate effectively with colleagues and patients, maintaining confidentiality.

Responsibilities

• Scanning, summarising and coding of clinical correspondence per practice protocol.
• Summarising and management of medical records using the National Data Repository.
• Processing NHS reports and Admission & Discharge information.
• Recording vaccination and screening results in SystmOne.
• Supporting Nursing Team with Admin tasks for Cervical Screening Management Service.
• Processing GP transfers and insurance reports, invoicing and payments.
• Handling Subject Access Requests and non-NHS work with appropriate consent and invoicing.
• Taking and returning calls to facilitate timely communications; accurate data entry.
• Facilitating training content for students and room allocation.

Skills

IT skills

Time management

Organisational skills

Communication

Multi-tasking

Teamwork

Tools

SystmOne

Job description

Hoveton and Wroxham Medical Centre is looking for a well organised and motivated practice administrator to join us for either on a full or part time basis working Monday to Friday 8am - 4pm or 8.30am - 4.30pm. We can consider 2 part-time positions (a full-time equivalent) working 2 days or 3 days, 8am - 4pm or 8.30am - 4.30pm. 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.
• You must be able to receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others. Taking messages and dealing with appropriate queries and ensuring data entered into patients' notes is accurate and relevant.
• Provide support with the facilitation of Students that come to the practice. Seeking and calling appropriate patients to cover training content and supporting with room allocation and paperwork.
  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.
  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. From 2025, Hoveton and Wroxham Medical Centre will be managing primary care services at the new Magna Medical Centre in Rackheath.