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Senior Administrator, Hickings Lane Medical Centre

Closing Date 30-11-2019
Contact Email
Organisation Hickings Lane Medical Centre
Location Nottingham
Salary Competitive depending on experience

Hickings Lane Medical Centre

Senior Administrator
Job Description

Responsible to: Business Finance Manager

Post title: Senior Administrator

Base: Hickings Lane Medical Centre

Hours: 37.5 per week

Salary: Competitive – Depending on Experience

Holidays: 4 Weeks (including Banking Holidays)


To be responsible for undertaking a wide range of administrative duties which include registering patients, booking appointments, ensuring all information is managed correctly, filed and followed up accordingly. To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the practice.


1. Reception Duties
a) Ensure that all patients and visitors at reception and telephone callers to the practice are greeted professionally and politely.
b) Answer all incoming phone calls from patients and other healthcare professionals. Divert them as appropriate, and/or take and pass on messages.
c) Deal with administrative queries and requests from patients and act as liaison with the clinicians as necessary.
d) Make/cancel/rearrange appointments via the clinical system.
e) Support and assist clinicians as required.
f) Arrange interpreters as necessary.
g) Ensure up to date patient information is recorded.
h) Give test results where appropriate.
i) Deal with requests and completed medical reports. Including the receipt of fees for such reports.
j) Daily preparation of clinical rooms at the beginning and end of the day.
k) Keeping tidy the workspace and waiting area.
l) Each morning, open premises, do security and heating and ventilation checks.
m) Each evening, perform the lockdown procedure, set alarms and lock premises.

2. Clerical Duties

a) Ensure that repeat prescriptions are done accurately and efficiently following protocol.
b) Deal with GP Links including the amendment and deduction of patients records.
c) Monitor incoming electronic test results to ensure prompt review by clinicians.
d) Data entry of new and temporary registrations and relevant patient information e.g. smoking status, BP, ethnicity, medication from hospital letters.
e) Scan all patient information in computerised record i.e. medical documents, hospital reports and letters as necessary.
f) Retrieve paper notes from storage unit as requested.
g) Photocopy documents as required.
h) Deal with referrals to primary and secondary care.
i) Action tasks set by clinicians via the clinical systems and email.
j) Open, stamp and distribute practice post as instructed.

3. Data Duties
a) Reviewing medical records of new patients, inputting and summarising medical history.
b) Registering patients.
c) Read coding medical data into clinical system and computerised medical record of patient.
d) Set up and run clinical searches.
e) Interrogate data for audit purposes.
f) Maintain the appointment system and set up templates in order to do so.
g) To provide and maintain information required for public health targets. This will include data checking and liaising with the clinical team to improve performance.
h) Take part in practice performance related to recalls for patients. This will include maintaining an up to date register and working on improvement.

4. General Duties
a) Be involved generally in the maintaining and encouraging of adequate security measures e.g. locking doors, setting security alarm where relevant.
b) Leave desk tidy at the end of each day.
c) Maintain the Health and Safety of all staff, patients and visitors.
d) Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity with the agreement of the Practice Manager.
e) Comply and familiarise yourself with the Practice’s policies and procedures.
f) Carry out any other duties as reasonably requested by the Clinicians or Management.


This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post holder commensurate with the position. The responsibilities may be amended, after discussion with the post holder, to take into account the development of both the post and the practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the effective running of the practice.