Job summary Oakfield Surgery are looking to recruit an efficient administrator to the team. The main responsibilities of the post holder will be to ensure timely, accurate and consistent recording of the clinical information onto the surgery computer system. Working as part of a team, the post holder will be responsible for scanning, forwarding and coding all clinical correspondence. The Administrator role will also take responsibility for various administrative duties and will be accountable to the Operations Supervisor and Practice Operations Manager. Main duties of the job Take ownership of the incoming post, scan and process hard copy letters Monitor the surgery email account, transfer and process into the patient's record. Accurately summarise and read code all incoming electronic and hard copy correspondence according to agreed protocols and within agreed timescales on the clinical system. Maintain accurate patient records. Ensure any correspondence is assigned to the correct person/team within the correct timeframe. Create tasks or AMGP requests with information received/ requested from clinical correspondence. Provide cover for annual and sickness leave for other team members including Reception, Admin and Medical Secretary. About us Suffolk Primary Care (SPC) is a forward-thinking partnership of GP surgeries across Suffolk. Our collaborative approach enables doctors and staff to share resources, ensuring the continued delivery of high-quality healthcare. We are committed to equal employment opportunities and encourage applications from all qualified individuals. Benefits of Working with SPC NHS Pension Scheme: Defined benefits scheme Life insurance Family benefits, including adult dependents & children's pensions Ill health benefits 23.7% employer contribution Electric Car Salary Sacrifice Scheme: Low monthly payments, no deposit, no credit check Fully comprehensive insurance, servicing, tyres & breakdown cover Up to £2,000 annual SPC contribution (subject to conditions) Flexible Working Arrangements: GP remote working options to accommodate personal commitments Additional Benefits: Eye care vouchers Health service discounts, including a complimentary Blue Light Card for new starters Minimum 33 days annual leave (inclusive of bank holidays) for full-time employees, with enhancements for long service Enhanced maternity & paternity terms High street discounts via our online portal Salary sacrifice schemes for technology, homewares (Currys, John Lewis, Decathlon), cycling, and gym memberships At SPC, we invest in our staffs professional growth and well-being, fostering a positive work environment that benefits both our team and the communities we serve. Date posted 01 April 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time, Part-time, Flexible working Reference number A5844-25-0001 Job locations Oakfield Surgery Newmarket Hospital Newmarket Suffolk CB8 7JG Job description Job responsibilities Key Responsibilities Take ownership of the incoming post, scan and process hard copy letters Monitor the surgery email account, transfer and process into the patient's record. Accurately summarise and read code all incoming electronic and hard copy correspondence according to agreed protocols and within agreed timescales on the clinical system. Maintain accurate patient records. Ensure any correspondence is assigned to the correct person/team within the correct timeframe. Create tasks or AMGP requests with information received/ requested from clinical correspondence. Provide cover for annual and sickness leave for other team members including Reception, Admin and Medical Secretary. This may include but is not restricted to; Answering the surgeries incoming calls Working on the front desk and dealing with patient requests. Managing Non NHS and SAR requests and allocating the completion of medical reports and private medical examinations to the appropriate GP. Inputting new patient registrations. Taking payment for Non NHS work from patients and updating the appropriate spreadsheets. Dealing with the administrative side of patient deaths including emailing the medical examiner and deducting the patients. Sending urgent referrals via ERS or email. Undertake any other reasonable duties within the framework of the post as directed by the Operations Supervisor or Practice Operations Manager Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their carers, staff and other healthcare workers. They may also have access to information relating to Suffolk Primary Care as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of Suffolk Primary Care may only be divulged to authorised persons in accordance with Suffolk Primary Care policies and procedures relating to confidentiality and the protection of personal and sensitive data Job description Job responsibilities Key Responsibilities Take ownership of the incoming post, scan and process hard copy letters Monitor the surgery email account, transfer and process into the patient's record. Accurately summarise and read code all incoming electronic and hard copy correspondence according to agreed protocols and within agreed timescales on the clinical system. Maintain accurate patient records. Ensure any correspondence is assigned to the correct person/team within the correct timeframe. Create tasks or AMGP requests with information received/ requested from clinical correspondence. Provide cover for annual and sickness leave for other team members including Reception, Admin and Medical Secretary. This may include but is not restricted to; Answering the surgeries incoming calls Working on the front desk and dealing with patient requests. Managing Non NHS and SAR requests and allocating the completion of medical reports and private medical examinations to the appropriate GP. Inputting new patient registrations. Taking payment for Non NHS work from patients and updating the appropriate spreadsheets. Dealing with the administrative side of patient deaths including emailing the medical examiner and deducting the patients. Sending urgent referrals via ERS or email. Undertake any other reasonable duties within the framework of the post as directed by the Operations Supervisor or Practice Operations Manager Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their carers, staff and other healthcare workers. They may also have access to information relating to Suffolk Primary Care as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of Suffolk Primary Care may only be divulged to authorised persons in accordance with Suffolk Primary Care policies and procedures relating to confidentiality and the protection of personal and sensitive data Person Specification Experience Essential Excellent verbal communication skills Polite & professional telephone manner Sensitivity to confidentiality issues & data protection Ability to work on initiative & as part of a team Ability to work under pressure Ability to work well with the members of the public Ability to work flexibly & to cover colleagues holiday / sickness periods Desirable SystmOne / AskmyGP / General IT Skills Understanding of primary care Person Specification Experience Essential Excellent verbal communication skills Polite & professional telephone manner Sensitivity to confidentiality issues & data protection Ability to work on initiative & as part of a team Ability to work under pressure Ability to work well with the members of the public Ability to work flexibly & to cover colleagues holiday / sickness periods Desirable SystmOne / AskmyGP / General IT Skills Understanding of primary care 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 Oakfield Surgery Address Oakfield Surgery Newmarket Hospital Newmarket Suffolk CB8 7JG Employer's website https://suffolkprimarycare.uk/oakfield-surgery/ (Opens in a new tab)