Practice Administrator

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Job Description Practice Administrator Location Sidcup Medical Centre Reports to Practice Management Team Role Overview The Practice Administrator provides essential administrative and clerical support to help ensure the smooth and efficient running of the GP Practice. The post-holder will work closely with the Practice Management Team, clinical staff and non-clinical staff to deliver high-quality administrative processes and support an effective patient service. A key focus of the role will be learning the Practices processes for managing incoming clinical documents and correspondence, including accurate document annotation and the recording of relevant information within patients clinical records. Full training will be provided, and the post-holder will be expected to complete the required training and competency assessments before undertaking this work independently. This role requires strong organisational skills, attention to detail, adaptability and the ability to prioritise work effectively in a busy environment. Main Duties and ResponsibilitiesAdministrative Support Provide day-to-day administrative support to the Practice Management Team and wider Practice team. Manage incoming emails in line with the processes in place within the Practice. Prepare letters, reports and other documentation as required. Maintain accurate digital filing systems and administrative records. Assist with general Practice administration and other reasonable duties required to support the effective running of the Practice. Clinical Document Processing and Annotation Learn and follow the Practices procedures for managing incoming clinical documents and correspondence. Review and process documents received electronically or through other approved routes. Annotate documents accurately and record relevant information within the patients clinical record, in line with Practice protocols and the post-holders training and competency. File documents to the correct patient record and the appropriate section of the clinical system. Direct documents requiring review, action or escalation to the appropriate clinician or Practice team member. Identify documents or information that are unclear, incomplete or outside the post-holders training and seek guidance before processing. Maintain patient confidentiality and follow information governance, data-protection and record-management requirements at all times. Complete the required training and competency assessments before processing and annotating documents independently. Patient Administration Support patient registrations, deductions and updates to patient records. Assist with medical reports, insurance forms, subject access requests and related documentation. Liaise appropriately with hospitals, community services, third-sector providers and other external organisations. Clinical and Operational Support Ensure patient information is processed accurately and in line with Practice procedures and data-protection requirements. Assist with appointment-system monitoring and other operational processes where required. Escalate documents, queries or concerns promptly and in accordance with agreed Practice processes. Data Management and Compliance Maintain accurate data entry on clinical and administrative systems. Support performance-related administrative tasks by gathering and recording required information. Assist with updating internal logs, compliance records and monitoring tools, including TeamNet. Follow GDPR, confidentiality, information governance and Practice policies at all times. Reception and Front-of-House Support Provide reception cover when required, ensuring a professional and compassionate service to patients and visitors. Handle queries, signpost appropriately and support patient flow within the Practice. General Practice Support Assist with maintaining Practice policies, procedures and documentation. Support the Practice Management Team with administrative elements of CQC compliance. Contribute to continuous improvement and effective team working. Undertake any other reasonable duties appropriate to the role and required to support the effective running of the Practice. Person SpecificationEssential Strong administrative experience, preferably in a busy environment. Excellent organisational and time-management skills. A high level of accuracy and attention to detail. Good IT skills, including Microsoft Office, with the ability and willingness to learn clinical and document-management systems. Ability to follow detailed procedures and apply training consistently. Ability to handle confidential and sensitive information appropriately. Strong written and verbal communication skills. Ability to work independently and as part of a team. Ability to prioritise workload and work effectively under pressure. Willingness to complete training and competency assessments relating to document processing and annotation. Desirable Experience in primary care, the NHS or another healthcare setting. Understanding of GP Practice operations and patient pathways. Experience of EMIS or another clinical system. Previous experience of processing clinical correspondence or documents. Knowledge of QOF, IIF and CQC requirements. Summary The Practice Administrator is a core member of the Practice team, providing reliable administrative support and developing the skills required to process and annotate incoming clinical documents accurately. The role requires professionalism, discretion, adaptability and a consistent commitment to accurate record keeping and high-quality administrative support.