Clinical Administrator
Job Description and Person Specification
Job title: Clinical Administrator
Salary: £15.00 per hour
Hours: 30–37.5 hours per week, agreed at appointment; five days per week
Contract: Permanent
Reports to: Primary Care Team Lead
Clinical escalation: Relevant GP
Location: Manor View Practice sites, with occasional care-home meetings or visits when operationally required
Job purpose
The Clinical Administrator provides accurate, compassionate and well‑organised administrative support within the primary care team. The postholder will coordinate care-home activity, referrals, clinical forms and follow‑up work, helping patients, carers, clinicians and external services receive the right information at the right time.
This is a non‑clinical role. Work will be completed under agreed protocols. Clinical decisions, interpretation and final approval remain with the relevant GP or other authorised clinician and any clinical concern must be escalated promptly.
Key responsibilities
1. Care‑home coordination
Act as a central administrative contact for the care homes supported by the practice, communicating professionally with care‑home staff, residents’ representatives, patients and carers.
Prepare accurate patient lists and relevant administrative information for GP care‑home ward rounds, checking that known requests and outstanding actions are clearly identified.
Following each ward round, enter or upload agreed information and actions into EMIS in line with practice protocols, ensuring the clinical record accurately reflects the clinician’s instructions.
Track actions arising from ward rounds, chase responses and coordinate follow‑up appointments, tests, prescriptions or referrals as directed.
Liaise with care homes between ward rounds to obtain information, progress requests and route clinical questions or concerns to the relevant GP.
Coordinate long‑term condition reviews for care‑home residents, including identifying patients due for review and arranging the required appointments or information.
Organise pharmacist ward rounds and seasonal influenza vaccination rounds, including lists, scheduling, communications and follow‑up administration.
Attend occasional care‑home meetings and visit care homes when operationally required.
2. Referrals, forms and clinical correspondence
Complete ADHD referral forms under agreed pathways and protocols, using information provided by the patient, parent or carer.
Contact patients, parents, carers or other appropriate representatives to gather the information required for other referral forms and questionnaires, using sensitive and clear communication.
Draft referral forms for review and approval by the relevant GP or authorised clinician; check that approved referrals are submitted correctly and recorded.
Complete maternity returns and other routine clinical forms under agreed protocols.
Prepare other referral forms, clinical questionnaires, reports and supporting letters, seeking clinician input and approval where required.
Monitor referrals and forms through to completion, chasing missing information or external responses and keeping patients or carers appropriately informed.
3. Patient and carer communication
Communicate confidently by telephone and in writing, adapting the approach for people who may be anxious, vulnerable, unwell or have additional communication needs.
Listen with empathy, gather information accurately and explain administrative processes, likely next steps and expected timescales without offering clinical advice.
Maintain appropriate consent, confidentiality and identity checks when communicating with patients, partners, family members and carers.
Recognise when information indicates a possible clinical, safeguarding or welfare concern and escape it promptly through the correct practice route.
4. Workflow, records and follow‑up
Prepare and process clinical administrative work under agreed practice protocols and standard operating procedures.
Maintain clear task lists or trackers, prioritise work, monitor deadlines and follow outstanding actions through to completion.
Code agreed information accurately into EMIS within the postholder’s training, competence and authorised role boundaries.
Book or coordinate follow‑up appointments and communicate arrangements to patients, carers, care‑homes and relevant team members.
Check work for accuracy, completeness and correct patient details before submission, filing or onward transfer.
Contribute to service improvement by identifying recurring delays, gaps or risks and suggesting practical changes to the Primary Care Team Lead.
5. Team working and governance
Work closely with the Primary Care Team Lead, GPs, pharmacists, nurses, administrative colleagues, care‑home staff and external providers.
Manage day‑to‑day workload independently while seeking support when priorities conflict or work falls outside agreed protocols.
Follow practice policies for confidentiality, information governance, data protection, safeguarding, health and safety, equality and infection prevention.
Undertake required training, supervision and appraisal, and maintain competence in relevant systems and processes.
Provide reasonable cross‑cover within the primary care team and work flexibly across Manor View Practice sites when required.
Key working relationships
Primary Care Team Lead; GP partners and salaried GPs; pharmacists and pharmacy technicians; nursing and wider clinical teams; practice administrative teams; care‑home managers and staff; patients, carers and authorised representatives; community, secondary‑care and referral services.
Person specification
Communication
- Confident and professional telephone communication
- Clear written communication and accurate information gathering
- Able to communicate sensitively with patients, carers and professionals
- Experience communicating with care homes or external health and care services
Approach
- Methodical, organised and consistently accurate
- Empathetic, patient and respectful
- Reliable follow-through and attention to deadlines
- Calm and discreet when handling sensitive information
- Experience supporting older people, vulnerable patients or carers
Skills
- Able to prioritise competing tasks and maintain trackers
- Confident using Microsoft Excel to maintain accurate spreadsheets and trackers, as well as email, documents and other clinical or administrative IT systems
- Able to work independently and as part of a multidisciplinary team
- Understands when and how to elevate concerns
- Experience of EMIS
- Clinical coding or referral‑processing experience
- Experience of wider Microsoft 365 applications
Knowledge and experience
- Experience in an administrative or customer‑facing role
- Understanding of confidentiality and data protection
- Experience in general practice, primary care or clinical administration
- Experience coordinating care‑home work, referrals, reports or clinical forms
- Awareness of NHS referral pathways and long‑term condition processes
Other
- Able to work the agreed hours across five days and flex across practice sites
- Willing to attend care‑home meetings or visits when required; committed to equality, learning and improvement
- Relevant administration, customer‑service or health/social‑care qualification
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Clinical Administrator employer: Manor View Practice
Manor View Practice is an exceptional employer that fosters a collaborative and supportive work environment, ideal for Senior Paramedic ANPs looking to make a meaningful impact in patient care. With a strong emphasis on professional development, employees benefit from ongoing training opportunities and the chance to work alongside a diverse team of healthcare professionals in a teaching practice setting. Located in the UK, the practice not only prioritises patient-centred care but also values the growth and well-being of its staff, making it a rewarding place to advance your career.
