Job summary Please note this job advert may close early West View Surgery has a full time or part time vacancy for the role of Practice Administrator. This is an essential front-line role at the practice, where you will play a vital role in joining our team where you will be speaking to patients and other stakeholders on the telephone and in person, managing patient referrals, processing clinical documentation amongst other essential tasks. The role of the Practice Administrator is varied and challenging. Main duties of the job a. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently. c. Manage all enquires in an effective manner. d. Maintain an accurate referrals database. e. Process calling letters as requested. f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records. g. Input data into the patients healthcare records as necessary. h. Process referrals using the electronic referral system (ERS). i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms. j. Read code data on Emis Web. k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. l. Manage all administrative queries as necessary. m. Carry out system searches as requested. n. Maintain a clean, tidy, effective working area at all times. o. Support all clinical staff with general administrative tasks as requested. p. Process new patient registrations. q. Process patient deductions. r. Provide front of house reception cover. s. Process prescription requests. About us West View Surgery is a small single handed GP surgery, based within Stanhope Parade Health Centre, South Shields (opposite chichester metro station). We are a small, friendly and flexible team offering excellent working conditions. Date posted 10 March 2025 Pay scheme Other Salary £12.30 an hour - Depending on Experience Contract Permanent Working pattern Full-time, Part-time Reference number A3104-25-0001 Job locations Stanhope Parade Health Centre Gordon Street South Shields Tyne and Wear NE33 4JP Job description Job responsibilities The following are the core responsibilities of the Practice Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently. c. Manage all enquires in an effective manner. d. Maintain an accurate referrals database. e. Process calling letters as requested. f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records. g. Input data into the patients healthcare records as necessary. h. Process referrals using the electronic referral system (ERS). i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms. j. Read code data on Emis Web. k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. l. Manage all administrative queries as necessary. m. Carry out system searches as requested. n. Maintain a clean, tidy, effective working area at all times. o. Support all clinical staff with general administrative tasks as requested. p. Process new patient registrations. q. Process patient deductions. r. Provide front of house reception cover. s. Process prescription requests. Job description Job responsibilities The following are the core responsibilities of the Practice Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently. c. Manage all enquires in an effective manner. d. Maintain an accurate referrals database. e. Process calling letters as requested. f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records. g. Input data into the patients healthcare records as necessary. h. Process referrals using the electronic referral system (ERS). i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms. j. Read code data on Emis Web. k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. l. Manage all administrative queries as necessary. m. Carry out system searches as requested. n. Maintain a clean, tidy, effective working area at all times. o. Support all clinical staff with general administrative tasks as requested. p. Process new patient registrations. q. Process patient deductions. r. Provide front of house reception cover. s. Process prescription requests. Person Specification Experience Essential Experience of working in a GP surgery Experience of administrative duties Experience of using EMIS Web Experience of using eRS Experience of working in a health care setting. Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and OutlookEffective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Qualifications Essential Educated to GCSE level or equivalent GCSE Mathematics & English (C or above) Desirable NVQ Level 2 in Health and Social Care or Business Administration Person Specification Experience Essential Experience of working in a GP surgery Experience of administrative duties Experience of using EMIS Web Experience of using eRS Experience of working in a health care setting. Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and OutlookEffective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure Qualifications Essential Educated to GCSE level or equivalent GCSE Mathematics & English (C or above) Desirable NVQ Level 2 in Health and Social Care or Business Administration Disclosure and Barring Service Check 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. Employer details Employer name West View Surgery Address Stanhope Parade Health Centre Gordon Street South Shields Tyne and Wear NE33 4JP Employer's website http://westviewsurgerysouthshields.nhs.uk/ (Opens in a new tab)