Senior AdministratorNHS

Job summary

The Senior Administrator plays a vital role in supporting the safe and effective delivery of patient care through the accurate management of clinical correspondence, referrals & electronic patient records. The post holder will be responsible for processing incoming & outgoing clinical documentation, including hospital letters, discharge summaries, investigation results and other healthcare communications, ensuring all information is correctly scanned, coded, filed and allocated within EMIS. Working as part of a busy practice team, they will monitor workflow systems, identify correspondence requiring clinical review, escalate urgent information appropriately, & maintain the highest standards of confidentiality, accuracy & patient safety at all times.

The role also provides comprehensive secretarial and administrative support to GPs & the wider clinical team, including the preparation and processing of referrals, correspondence, reports and other documentation. The post holder will liaise with hospitals, community services & other healthcare providers, assist with arranging investigations & follow-up actions, & support the day-to-day management & processing of incoming & outgoing post. This position requires excellent organisational & communication skills, strong attention to detail, the ability to manage competing priorities & a commitment to maintaining efficient administrative processes while delivering a high-quality service to patients and colleagues.

Main duties of the job

The role provides clinical administration, medical secretarial & document management support to the practice. Key duties include processing & accurately filing clinical correspondence, managing referrals, supporting clinicians with reports & correspondence, administering private work & payments, handling post, monitoring workflows & responding to enquiries from patients, healthcare professionals & external organisations.

Job description

Key responsibilities

1. Clinical Workflow, Records and Document Management

• Process incoming clinical correspondence, including hospital letters, discharge summaries, outpatient correspondence and investigation results.
• Scan, code, file and maintain clinical documents within EMIS and other practice systems, ensuring information is accurately attached to the correct patient record.
• Verify patient identifiers before adding information to records and maintain the highest standards of confidentiality and patient safety.
• Allocate correspondence requiring clinical review to the appropriate clinician and escalate urgent or clinically significant information promptly.
• Monitor workflow queues, maintain organised document management systems and report any filing, identification or data quality concerns.

2. Medical Secretarial and Private Work Administration

• Prepare and process referrals to secondary care, community services and other healthcare providers, ensuring all supporting information is included.
• Provide administrative and secretarial support to clinicians, including preparing correspondence, reports, forms and arranging follow-up actions where required.
• Monitor referral and administrative work progress, liaising with hospitals, healthcare organisations and external agencies as necessary.
• Administer private work requests, including reports, letters, insurance, legal and occupational health documentation, ensuring appropriate consent, accurate record-keeping and timely completion.
• Process private work invoicing, payments and associated correspondence in accordance with practice procedures.

3. Post Management and General Administrative Support

• Open, sort, distribute and process incoming and outgoing post and correspondence in a timely and secure manner.
• Prepare documents for postage and manage returned or incorrectly addressed correspondence.
• Maintain organised administrative systems and support the efficient operation of the workflow and secretarial function.
• Respond professionally to enquiries from patients, healthcare professionals and external organisations.
• Undertake general administrative duties as required to support the smooth running of the practice.

About us

Dunster & Porlock Surgeries are a friendly, forward-thinking GP practice serving our local communities with a strong emphasis on patient care, innovation, and teamwork. We are committed to developing our staff and providing a supportive environment for learning and growth.

We are a rural dispensing practice with two sites in Dunster and Porlock, serving approximately 8,600 patients. We have excellent GP partners and salaried GP's, nursing and administrative teams and are committed to providing high-quality, personalised care to our local communities.