Senior Administrator

Cloister Road Surgery; Acton; On-site; GBP 25,000 - 34,000; Full time

Job summary

Cloister Road Surgery is a well-established GP practice seeking a highly organised Senior Administrator to lead the administrative team and ensure smooth day-to-day operations, supporting clinicians and management to uphold high standards of care.

You will oversee patient registration, recalls, document management, and coding using SystmOne, coordinate referrals and appointments, and contribute to QOF targets in a collaborative, inclusive environment that supports staff development.

Qualifications

• Experience working in a GP practice.
• Knowledge of QOF and patient recall systems.
• Experience supervising administrative staff in healthcare.

Responsibilities

• Provide day-to-day supervision and support to the administration team.
• Oversee patient registration and workflow processes.
• Coordinate recall programmes and manage documentation using SystmOne.
• Process referrals and appointments and maintain accurate patient records.

Skills

Team leadership

People management

Regulatory compliance

Tools

SystmOne

Job description

We are seeking a highly organised, proactive, andexperienced Senior Administrator to join our busy and friendly practice,Cloister Road Surgery.

The successful candidate will play a key role in ensuringthe smooth day-to-day operation of administrative services across the practice.They will lead and support a team of administrators while delivering efficient,patient-focused services that contribute to high standards of care, regulatorycompliance, and practice performance.

Main duties of the job

The role involves overseeing patient registration processes, clinical recall programmes, document management, workflow allocation, referral processing, prescription support, and the maintenance of accurate patient records using SystmOne. The post holder will also support the achievement of Quality and Outcomes Framework (QOF) targets and other contractual requirements through effective patient recall and engagement processes.

As a Senior Administrator, you will act as a point of escalation for administrative queries, contribute to service improvement initiatives, support staff development, and work collaboratively with clinicians, management, and external agencies to ensure safe, efficient, and high-quality patient care.

About us

Cloister Road Surgery is a well-established andforward-thinking GP practice committed to delivering high-quality,patient-centered care. We are a friendly training practice, serving a population ofover 10,000 patients and just off the A40 with good publictransport connections.

Our modern, purpose-built premises provide an excellentworking environment, featuring eight spacious consulting rooms used by ourmultidisciplinary team, including GPs, Pharmacists, Nurses and Healthcare Assistants.

We are committed to creating an inclusive and accessibleenvironment for both patients and staff. Joining Cloister Road Surgery meansbecoming part of a supportive, collaborative team dedicated to deliveringoutstanding care while fostering professional development and continuousimprovement.

Job responsibilities

• The post-holder will strive to maintain quality within thepractice, and will:
• Provide day-to-day supervision and support to theadministration team.
• Oversee patient registration and registration workflowprocesses.
• Manage document scanning, coding, and workflow allocationthrough SystmOne.
• Coordinate and monitor recall programmes including:
• QOF recalls
• Cytology recalls
• Immunisation recalls
• NHS Health Check recalls
• Learning Disability recalls
• Diabetes recalls
• Support the management of appointment scheduling and patientcommunications.
• Process referrals, prescriptions, and clinicaladministration tasks.
• Maintain accurate and up-to-date patient records inaccordance with information governance requirements.
• Liaise with external organisations regarding the archivingand retrieval of patient medical records.
• Monitor administrative performance and identifyopportunities to improve efficiency and patient experience.
• Support practice manager and partners in achievingoperational and service delivery objectives.
• Assist with staff training, induction, and development of administrativeprocedures.
• Promote a culture of quality improvement, teamwork, andpatient-centred care.
• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for ownactions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting onown and team activities and making suggestions on ways to improve and enhancethe teams performance
• Work effectively with individuals in other agencies to meet patientsneeds
• Effectively manage own time, workload and resources
• The post-holder should recognize the importance of effectivecommunication within the team and will strive to:
• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods ofcommunication and respond accordingly
• Contribution to the implementation of services:
• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies,standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Qualifications

Experience

• Experience working within a GP Practice
• Experience using SystmOne
• Knowledge of QOF and patient recall systems.
• Experience supervising or mentoring administrative staff within a healthcare setting.

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.