Senior Administrator

Hurley Group; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Greater London is seeking a Senior Administrator to oversee administrative functions and support the GP practices. The ideal candidate should have strong interpersonal, organizational, and leadership skills, along with GP experience, particularly using EMIS Web. The role includes managing clinician referrals, preparing medical reports, and ensuring effective communication across teams. This is a permanent position with working days from Monday to Saturday, offering a supportive environment for personal development.

Qualifications

• Experience with GP practices including use of EMIS Web.
• Ability to manage staff and performance effectively.
• Proven ability to work under own initiative.

Responsibilities

• Handle all enquiries efficiently and courteously.
• Oversee clinician referrals and maintain tracking documents.
• Prepare medical reports and patient records.
• Liaise with external organizations as required.
• Support the administrative team in daily tasks.

Skills

Excellent interpersonal skills

Leadership skills

Organizational skills

Excellent written communication

Excellent verbal communication

Adaptability

Team player

Self-motivated

Education

GCSE or NVQ Level 3

Tools

EMIS Web

Office packages

Job description

We are currently looking to recruit a Senior Administrator at our Tower Hamlet Practices E14, on a permanent contract.

Working Days: Monday - Saturday

Working Times: To be agreed

Main duties of the job

The successful candidates will demonstrate excellent interpersonal, organisational, and leadership skills. Applicants will also need to have excellent written and verbal communication skills. You must have GP experience including the use of EMIS Web. You must be proficient in current office-based Information Technology systems e.g. Office packages. You must be a team player who is adaptable, flexible, self-motivated, show initiative, be assertive and willing to learn. Applications are welcome from people with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy.

All applications for this post need to make an online application.

Please note that our vacancies may close before the advertised closing date if sufficient suitable applicants are received.

All shortlisted applicants will be contacted via email. If you have not been contacted within 4 weeks of the closing date you should assume that you have not been shortlisted. Please ensure that you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified.

About us

The Hurley Group is an NHS organisation that runs a number of GP practices, walk in and urgent care centres across London. We have been providing patient-centred care since 1969, working within some of the UKs most deprived communities.

Job responsibilities

Ensure all enquiries are handled efficiently, courteously, and professionally at all times.

Oversee all clinician referrals, including 2WW, ensuring they are actioned daily. Maintain up-to-date ERS worklists and tasks. Communicate any changes to referral pathways to all staff and update the referral guide accordingly.

Maintain and monitor the referral tracking document, recording statistics and data for audit and evaluation purposes.

Reconcile report details against invoices to ensure accuracy.

Prepare medical reports and patient records, including printing or photocopying of patient summaries. Log all DSARs on the tracker to ensure statutory timelines are met.

Liaise professionally with external organisations and agencies.

Request results, letters, notes, or reports from other healthcare providers as required.

Maintain a comprehensive record of all medical report requests received from outside agencies.

Accurately record contemporaneous notes following any patient contact on the electronic patient record system.

Ensure all letters and reports are produced promptly, accurately, and to a professional standard.

Complete patient registration and deduction processes in line with practice procedures.

Maintain office supplies and stock levels, ensuring accurate and up-to-date records are kept.

Code clinical letters in accordance with practice protocols and training.

Provide cover for reception and administrative staff as required to support continuity of service.

Support managers throughout the recruitment process as needed.

Assist managers in complaint investigations, including administrative preparation and evidence collation.

Support the Reception Supervisor with daily, weekly, and monthly clinical rotas and ensure EMIS sessions are updated accordingly.

Carry out general administrative tasks as required.

Support the smooth and efficient running of the administrative team.

Act as backup Fire Marshal, including conducting regular fire and panic alarm tests.

Support managers and the Admin Lead with health and safety inspections.

Assist in preparing and, when required, chairing practice meetings such as admin/reception, PPG, Integrated Care, Mental Health, Clinical, and Health Visitor meetings. Record and distribute accurate minutes and follow-up actions.

Contribute to the implementation and regular updating of practice policies, process maps, and pathway documentation.

Assist in monitoring staff workloads, providing updates and feedback to the Lead Administrator and Reception Supervisor on progress and achievements.

Support the Lead Administrator and Reception Supervisor in identifying staff training needs through the review process.

Assist the Lead Administrator and Reception Supervisor in implementing team or workflow changes as required.

Ensure all day-to-day team tasks and duties, as outlined in checklists, are completed. Report any concerns or backlogs promptly to the Lead Administrator and Reception Supervisor.

Support the Lead Administrator and Reception Supervisor in maintaining accurate EMIS appointment books, ensuring all clinician availability is visible at least three months in advance.

Ensure all sessions, meetings, and staff leave are accurately reflected on the clinical system and notify line managers once updates are complete.

Support the Lead Administrator and Reception Supervisor in preparing and submitting locum cover requests to HMB for all clinical staff as soon as requests are received.

Ensure all unfilled locum sessions are recorded on the internal spreadsheet and that the buy-back process is followed.

Assist the management team in achieving targets for DES, NIS, QOF, and other quality services. Monitor performance weekly, highlighting any shortfalls and discussing action plans with the manager.

Support the Lead Administrator, Reception Supervisor, and Managers with all aspects of CQC preparation.

Assist with PPA preparation in collaboration with clinical staff and HCAs. Conduct monthly stock reconciliations for paid vaccines, ensuring adequate stock levels across all categories. Record all stock movements accurately and report national shortages to the Clinical Lead, Nursing Team, and Managers.

Provide administrative support for significant event and complaint investigations, including fact-finding and documentation.

Investigate and report all IT issues to the relevant local IT services (NELCSU, NHS Mail, or EMIS). Ensure all staff use the logging and issue-sharing system appropriately.

Please see the attached Job Description for further details.

Take ownership of your personal development by preparing for and actively participating in your appraisal process.

Undertake any other reasonable duties or tasks as delegated by the Lead Administrator, Reception Supervisor, or Management Team.

Person Specification

Qualifications

• GCSE or NVQ Level 3 or equivalent experience or above Experience of managing administrative team

Experience

• Proven ability to work under own initiative, proactively identity potential challenges and opportunities and prepare actions plans to address them
• People management skills with experience in staff appraisal and performance management
• An understanding of effective rota management to ensure delivery of the service within a set budget
• Managing spread sheet to monitor payment for medical records and proactively follow up on aged debtors
• Experience of managing staff rotas, preparing reports for senior management, running searches to support contract reporting requirements
• Ability to work on own initiative and as part of a team to ensure prompt management of patient data and referrals and support the administrative team to ensure the smooth running of the practice
• Experience of negotiating with multi-disciplinary staff, patients and external agencies to facilitate smooth running of the practice
• Ability to follow set work programmes to support practice performance e.g. run searches and recall programmes to meet public health targets
• Experience of working with junior and senior staff and ability to engage with both staff and patients.
• Experience of managing communication with the public and work colleagues and ability to communicate appropriately at all times both verbally and in written communications
• Experience of working to an agreed set of targets and work flexibly to adapt to changing demands

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.