Administrator in Northampton

We are looking for a skilled administrator with Primary or Secondary care experience in the UK. The post holder will support the wider administrative team with key admin duties within a busy GP Practice. Duties and responsibilities may vary under the direction of the Team Leader, depending on current and evolving practice workload and staffing levels.

Clinical Summarising

• Summarise patient medical records accurately, including correspondence; read‑code information correctly on the clinical system; support and train other staff in summarising processes.

Private Work & iGPR

• Manage all private work via iGPR, ensuring GDPR‑compliant consent; process reports, liaise with GPs, patients, insurers, and external bodies; arrange appointments, scan and code documents, raise invoices and track payments; set up new GPs on the iGPR system.

Records Management

• Process incoming and outgoing medical records, including registrations, deductions, RIPs and Lloyd George notes; liaise with PCSE and Child Health Bureau; ensure accurate scanning, filing and reconciliation of paper and electronic records.

SARs & Legal Requests

• Handle straightforward SAR and LPA requests in line with practice policy, escalating complex cases as required.

Administrative & Secretarial Support

• Provide medical secretarial support, including referrals (e‑RS), correspondence and patient communications; manage SystmOne Links and Tasks, including deductions; operate and maintain the franking machine and process post; administer petty cash in the absence of the Senior Administrator.

General Duties

• Undertake additional administrative tasks and training as required; be flexible and support cover for colleagues during leave or sickness.

Abington Park Surgery is situated close to Abington Park and has a patient register of 13,000. It is a busy practice with 5 GP Partners and 1 salaried GP, and is a training hub for registrars and medical students. We have a strong nursing, reception and admin team and you will be joining an excellent team of staff who support each other to ensure our patients receive appropriate care. We form part of Christchurch Medical Centre and share the building with King Edward Road Surgery.

Job Summary

The post holder will ensure administrative and clerical duties within the practice are carried out according to the practice's guidelines and policies, providing support and services to all members of the practice team and ensuring day‑to‑day activities are carried out accordingly.

Duties and Responsibilities

• Variability in duties may arise under the direction of the Team Leader, depending on workload and staff levels.

Clinical Administration

• Process new patient registrations promptly.
• Process deducted patient requests promptly.
• Deal with SystmOne Link Screen queries for registrations and deductions.
• Deal with FP69 actions on a monthly basis.
• Deal with medical records received weekly from Primary Care Support England.
• Action daily SystmOne OOH and non‑SystmOne OOH electronic notifications.
• Process change of name, address and telephone notifications.
• Register and deduct temporary resident patients promptly.
• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise patients' needs for alternative methods of communication and respond accordingly.

Other Duties

• Apply practice policies, standards and guidance.
• Discuss with the team how the policies, standards and guidelines will affect own work.
• Participate in an audit where appropriate.
• Undertake other duties commensurate with this post as requested.

Confidentiality

• Respect patients' privacy and confidentiality; act appropriately when handling sensitive information.
• Access to confidential information of patients, carers, staff and business is regarded as strictly confidential.
• Divulge information only to authorised persons in accordance with practice policies.

Health & Safety

• Promote and maintain health, safety and security as defined in the practice Health & Safety Policy.
• Use personal security systems and identify risks involved in work activities.
• Use appropriate infection control procedures and maintain tidy, hazard‑free work areas.

Equality and Diversity

• Act in a way that recognises the importance of people's rights, interpreting them consistently with practice policies, procedures and current legislation.
• Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behave in a manner that is welcoming, non‑judgmental and respects individuals' circumstances.

Personal / Professional Development

• Participate in annual performance reviews and maintain a record of personal and professional development.
• Take responsibility for own development, learning and performance.
• Attend PLT sessions and mandatory training as advised.

Quality

• Alert team members to quality and risk issues.
• Assess own performance and take accountability for actions.
• Contribute to team effectiveness through reflection and suggestions for improvement.
• Work effectively with other agencies to meet patient needs.
• Manage own time, workload and resources effectively.

Communication

• Communicate effectively with team members, patients and carers.
• Recognise and respond to alternative communication needs.

Contribution to the Implementation of Services

• Apply practice policies, standards and guidance.
• Discuss with team how policies will affect own work.
• Participate in audits where appropriate.

Person Specification – Qualifications

• GCSE/O Level Grade C or above in English and Mathematics or equivalent knowledge or competencies.
• Experience working as part of a team.
• Experience working in an administrative office environment.
• Experience working in the NHS.

Skills and Abilities

• Excellent communication skills at all levels.
• Good organisational skills.
• IT literate – Microsoft Office, SystmOne, Accurx Triage.
• Numerate and analytical.
• Self‑motivated, able to work independently with minimal supervision.
• Problem‑solving ability within area of work/knowledge.
• Time‑management and resource‑management skills.
• Challenging current processes and willing to try new ways of working.
• Adaptability to change.
• Experience with Anima Workflow.