GP Administrator in Newcastle upon Tyne

This is a full-time post (37.5 hours per week) worked Monday to Friday inclusive between the hours of 8-6pm. Interviews will take place week commencing 20th April 2026. Jesmond Health Partnership is looking for a committed individual to provide essential administrative support to our clinical and reception teams. Your work will be vital in ensuring efficient patient care, accurate record-keeping, and smooth daily operations.

As a GP Administrator, you will be responsible for managing patient records and requests, handling clinical correspondence, supporting reception duties when needed, and contributing to the overall organisation of the practice. Your attention to detail, confidentiality, and excellent communication skills will help us maintain the high standards of care our patients expect.

Rewards and Benefits:

• Monday to Friday
• No Bank Holiday working
• Training and development opportunities

Main duties of the job:

• Manage and update patient records accurately using the clinical system (SystmOne).
• Process clinical correspondence, including coding letters, reports, and test results.
• Assist with referral processing.
• Handle patient information and medication requests.
• Type and prepare letters and reports.
• Manage incoming and outgoing communications including phone calls, emails, and post.
• Organise and maintain both electronic and paper filing systems to ensure accurate record keeping.
• Support clinical staff with routine administrative tasks to facilitate patient care.
• Maintain confidentiality and comply with data protection regulations at all times.
• Communicate effectively with colleagues and escalate issues to the Administration, Quality and Performance Lead or Patients Services Manager when necessary.

About us:

Jesmond Health Partnership is a friendly, innovative, and patient-focused GP practice in Newcastle-upon-Tyne. JHP is a forward-thinking GP practice in Newcastle. We use a digital-first system that gives patients easy access and quick solutions. Our experienced and enthusiastic teams work hard to provide high-quality care for patients.

Job responsibilities:

• Provide support to the Administration, Quality and Performance Lead through the personal provision of a range of delegated clerical and administrative tasks.
• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required.
• Process referrals using the electronic referral system (ERS) ensuring the appropriate referral pathway is used.
• Process and monitor all fast-track (2 week wait) referrals and action as necessary.
• Assist with ensuring referral letter templates and proformas are kept up to date.
• Ensure that all incoming and internal patient correspondence is stored in/on the patients medical record and relevant information is coded as required.
• Deal with telephone queries from both patients and other health professionals, recording accurate and concise messages where appropriate.
• Assist with summarising of medical records.
• Deduct patients from the patient list retrieving medical records as required.
• Register new patients where appropriate.
• Coordinate and grant patient online services in conjunction with the Team Leads.
• Assist in record requests from patients, insurance companies and legal authorities.
• Provide support to maintain an effective and timely recall system to ensure patients receive appropriate review and follow up.
• Deliver an efficient prescription service, expediting urgent prescriptions as required and managing turnaround time of prescriptions.
• Provide efficient administration support as part of a team to ensure the smooth and safe running of the prescription service.
• Work with GPs/Clinicians to provide a responsive repeat prescription service.
• Answer medication queries from patients, staff members, pharmacies and care homes.
• Build good working relationships with community pharmacies and care homes to help enable prescription service.
• Support the reception team to receive, assist and direct patients including dealing with general queries and complaints where appropriate.
• Report risks, significant problems and issues to the relevant person ensuring appropriate reporting procedures are followed.
• Maintain and update templates within SystmOne to ensure a consistent approach across the practice as required.
• To maintain the clinical system (SystmOne) in an accurate and secure manner.
• Assist the Team Leads and Managers to ensure and maintain compliance with CQC and Health & Safety standards.
• Promote Equality and Diversity and Health and Safety of self and others.
• Identify areas for continual improvement within areas of responsibility and proactively assist with implementing change, as required.
• Comply with any internal or external audits where required.
• Assist in ensuring Quality Outcome Framework (QoF) and Direct and Local Enhanced Service provision reaches maximum targets and performance where applicable in role.
• Assist with the development of systems and protocols to ensure administration areas run effectively and efficiently.
• To assist with developing and implementing the workflow process, including designing protocols and appropriate document management to deal with incoming correspondence.
• To carry out clerical and administrative related tasks as delegated by the doctors and other clinical practitioners.
• To provide cover for members of the team during periods of sickness and annual leave.
• Any other reasonable duties that may be required from time-to-time.

General Responsibilities:

• Promote and support the vision and mission of the Partners in the day-to-day undertaking of the Administrator role.
• Ensure and comply with confidentiality requirements associated with all aspects of the role; correspondence, reports, meetings, and verbal communications.
• Adopt, implement, and support any changes that are introduced to improve the Practice.
• At all times treat others in a courteous and respectful manner in providing a caring service.
• Demonstrate competence and efficiency in the completion of all tasks allocated.
• Adhere to the statutory, regulatory and management policies of the Practice in the day-to-day undertaking of the Administrator role.

Person Specification:

• GCSE grade C/Level 5 or above in English and Mathematics or equivalent.
• Business administration qualification or the equivalent.
• Good IT skills and competent in use of MS office.
• Experience working with clinical systems, ideally SystmOne.
• Previous experience in an administrative and/or secretarial role.
• Experience of General Practice (GP) administration systems and processes.
• Right to Work in the UK.
• British citizen or Settled / Pre-settled status or Valid UK visa (please specify type and expiry date).

Skills:

• Excellent organisation and time management.
• Good written and verbal communication.
• Ability to work unsupervised and in accordance with policies and procedures.
• Ability to work accurately and methodically.

Knowledge:

• Knowledge of GDPR and information governance.
• Knowledge of medical terminology.

Other:

• Full driving license and access to vehicle.
• 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.