Referrals Administrator

We are looking for an organised, proactive and motivated individual to join our busy Referrals Team within a GP practice setting. The role is for 27 hours per week with a working pattern as follows:

• Monday 8-1pm
• Wednesday 8-6pm (1 hour break)
• Thursday 8-6pm (1 hour break)
• Friday 8-1pm

The successful candidate will play a key role in supporting the smooth processing and management of patient referrals, ensuring patients are directed to the appropriate services in a timely and efficient manner. Duties will include:

• Processing referrals
• Handling incoming correspondence
• Liaising with hospitals and external services
• Managing patient complaints
• Supporting clinicians with administrative tasks related to referrals and follow-up care

This role requires excellent attention to detail, strong communication skills, and the ability to work effectively under pressure whilst managing a varied workload. Experience within primary care or an NHS administrative environment would be beneficial, although full training can be provided for the right candidate. We are looking for someone who is compassionate, patient-focused, able to work both independently and as part of a team, and committed to delivering high standards of administrative support within a fast-paced healthcare environment.

Main duties of the job Responsibilities:

• To process patient referrals through to outside agencies
• To process incoming Patient Triages in a prompt manner
• To process patient complaints in line with the practice complaints policy
• To process safeguarding correspondence as per the practice policy
• To update social media platforms and the practice website as instructed by the assistant admin manager
• To promptly action tasks in relevant task boxes and those assigned personally
• To be aware of GDPR requirements and ensure these are adhered to
• Manage own time, workload, and resources
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records
• Apply appropriate coding to the clinical record
• Photocopy documentation as required
• Processing incoming and outgoing mail
• Carry out system searches as requested
• Support all clinical staff with general administrative tasks as requested
• Maintain a clean, tidy, effective working area at all times

About us: We are a GP Primary Care Network based within the Plymouth area, providing care to over 30,000 patients across 6 locations within Plymouth. We aspire to delivering excellence in health care and feel the best model to achieve this is one where we have a unified service working across multiple locations including Plympton, Laira, Efford, Crownhill and the city centre. This gives our patients choice: choice over where they visit and who they see. This is particularly useful for patients that need a little extra expertise; many of our clinicians have a specific area of interest and sometimes it is worth travelling to see them for their extra skills in a specific area. We have approximately 140 employees and employ a wide variety of different roles including Salaried GPs, Pharmacists, Paramedics, Physiotherapists, Advanced Nurse Practitioners, Advanced Clinical Practitioners, Pharmacy Technicians, Practice Nurses, Healthcare Assistants, Phlebotomists, Patient Advisors, Administrators and many more!

Job responsibilities:

• To process patient referrals through to outside agencies
• To process incoming Patient Triages in a prompt manner
• To process patient complaints in line with the practice complaints policy
• To process safeguarding correspondence as per the practice policy
• To update social media platforms and the practice website as instructed by the assistant admin manager
• To promptly action tasks in relevant task boxes and those assigned personally
• To be aware of GDPR requirements and ensure these are adhered to
• Manage own time, workload, and resources

Person Specification:

• Proven office experience, ideally within an administrative or clerical role
• Excellent organisational skills with a keen eye for detail
• Strong communication skills, both written and verbal
• Proficient in MS Office suite (Word, Excel, Outlook)
• Ability to prioritise tasks effectively in a fast-paced environment
• Discretion and confidentiality when handling sensitive information
• Proactive attitude with the ability to work independently as well as part of a team

This role is suitable for individuals seeking a dynamic administrative position where attention to detail and organisational skills are valued. The successful candidate will play a vital part in ensuring the efficiency of our referral processes while gaining valuable experience within our organisation.