Primary Care Administrator

North Tyneside North West PCN; England; On-site; GBP 20,000 - 30,000; Part time

Job summary

A health service organization in the United Kingdom is seeking two part-time administrators to join its team. The role involves managing patient interactions, booking appointments, and providing administrative support to ensure the efficient operation of healthcare services. Ideal candidates should possess excellent communication and organizational skills along with prior experience in a GP practice environment.

Qualifications

• Experience of working in a GP practice setting in an admin position.
• Primary Care experience.
• Strong organizational and workload planning skills.

Responsibilities

• Greet patients in a friendly and professional manner.
• Manage patient check-ins and check-outs.
• Book, reschedule, and cancel appointments using the clinical system.
• Maintain patient confidentiality at all times.
• Assist with administrative projects or audits.

Skills

Excellent communication skills

Strong IT skills

Ability to work under pressure

Proactive and willing to take initiative

Familiarity with medical terminology

Education

GCSE Grade A to C in English

Level 3 or equivalent in Business Administration

Tools

Systmone or equivalent clinical system

Job description

Do you have excellent service, organisation and communication skills? This could be the role for you.

North West North Tyneside Primary Care Network (PCN) is seeking two part time administrators. This is an exciting opportunity where no two days are the same. This role is to cover the administration duties of the front desk at our hub in Longbenton, ensuring the hub clinics run smoothly and assist the clinical team. You must have excellent organisational and workload planning skills and communication skills. Great time management skills and an ability to manage change.

Our hub hosts many different clinics and roles including medical students, fibroscan clinics, ANPs, Cardiology, Research, ACPs, Paediatrics, HCAs, GP and Nursing clinics.

Our hub is open from 7.30am - 8pm Mon-Fri and 9am-12.30pm Saturdays. The ideal candidates should be able to provide cross cover for sickness and absence and be flexible to cover evenings and Saturdays on a rota basis.

We are open to recruiting two part time staff members to ensure cover across the week.

Main duties of the job

Front Desk & Patient Interaction

Greet patients in a friendly and professional manner.

Manage patient check-ins and check-outs.

Handle face-to-face, telephone, and online enquiries efficiently.

Appointment Management

Book, reschedule, and cancel appointments using the clinical system.

Prioritise urgent appointments as required.

Manage appointment reminders and follow-ups.

Administrative Support

File, scan, and distribute incoming documents and test results.

Prepare and send correspondence as needed (letters, referrals, etc.).

Liaise with GPs, nurses, other healthcare professionals, Management and patients.

Relay messages accurately and promptly.

Assist with coordination of clinics and services (e.g. flu clinics, health checks).

Confidentiality & Compliance

Maintain patient confidentiality at all times.

Adhere to GDPR and data protection guidelines.

Follow practice policies and procedures.

Other Responsibilities

Support with administrative projects or audits.

Handle payments or invoices if required.

Provide cover for colleagues during absence or busy periods.

About us

North West North Tyneside Primary Care Network (PCN) is a grouping of 8 GP surgeries that are working together with other health & social care providers and voluntary services with the aim to transform primary care in a sustainable way that positively impacts on the health and wellbeing of the local population.

Our network has developed very quickly and we now have additional resources in place working alongside the GP surgeries. The Primary Care Network holds contracts to deliver the Local COVID Vaccination Service as well as GP Surgery Extended Hours.

The 8 GP surgeries in this Network are Lane End Surgery, Mallard Medical Practice, Northumberland Park Medical Group, Stephenson Park Health Group, Swarland Avenue Surgery, Wellspring Medical Practice, West Farm Surgery, and Wideopen Medical Centre.

The admin team consists of 1 PCN Secretary, 1 Operations Manager and 1 Business Manager who report to the Clinical Directors.

Job responsibilities

To provide a professional and efficient front-line service to patients, visitors, and the wider healthcare team. The administrator is responsible for managing patient contact, booking appointments, handling queries, and supporting the smooth day-to-day operation of the hub. They may be required to work from other sites.

Welcome patients and visitors in a polite, friendly, and professional manner.

Answer telephone calls, deal with enquiries, and direct calls appropriately.

Book, amend, and cancel appointments using the clinical system.

Signpost patients to appropriate services as required.

Administration

Maintain accurate and up-to-date patient records.

Handle incoming and outgoing correspondence, including emails and letters.

Scan and file patient documents and results.

Support to Clinical Staff

Prepare notes and documentation for clinics.

Relay messages to GPs, nurses, and other staff accurately and promptly.

Assist with managing clinical rotas, referrals, and follow-up appointments.

Confidentiality & Compliance

Maintain strict confidentiality of patient and practice information at all times.

Comply with GDPR and data protection legislation.

Follow all practice policies and procedures.

Other Duties

Support with clinics and health campaigns (e.g. flu clinics).

Provide cover for colleagues during absence or busy periods.

Participate in team meetings and training sessions.

Adhere to all Health and Safety policies and procedures, Fire Safety procedures, Equality and Diversity policies and all other policies and procedures deemed in place by the management team.

Person Specification

Knowledge and Skills

• Excellent communication skills (verbal and written)
• Strong IT skills (Microsoft Office, email, databases)
• Ability to work under pressure and manage multiple priorities
• Confident working independently and as part of a team
• Ability to take accurate messages and relay information clearly
• Proactive and willing to take initiative
• Flexible and able to adapt
• Familiarity with medical terminology

Qualifications

• GCSE Grade A to C in English or 4 and above
• Level 3 or equivalent in Business Administration

Experience

• Experience of working in a GP practice setting in an admin position
• Primary Care experience
• Knowledge of Systmone or equivalent clinical system

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.