General Administrator (Recalls & Clinical Administration)NHS

Job summary

The General Administrator and recall person will play a key role in supporting the efficient delivery of administrative services within the practice. The post holder will be responsible for coordinating patient recall programmes, processing incoming correspondence, maintaining accurate patient records, and providing administrative support across the practice. The role is integral to ensuring patients are invited for appropriate reviews and that clinical correspondence is processed promptly, contributing to the safe and effective delivery of patient care.

Main duties of the job

Administrators are a vital member of the practice administration team, providing essential support to both clinical and non-clinical colleagues to ensure the smooth and efficient running of practice services. The role requires administrative work with behind-the-scenes coordination to support the delivery of safe, effective and timely patient care.

A significant aspect of the role is the management of patient recall programmes. This involves identifying patients who are due routine monitoring, reviews or immunisations, contacting patients to arrange appointments and supporting the wider team to do so, monitoring uptake, and ensuring recall activity is completed in line with national guidance and practice protocols.

The role also has responsibility for processing incoming correspondence, including opening, scanning, indexing and matching documents to patient records. This requires a high degree of accuracy and attention to detail to ensure clinical information is available to the appropriate healthcare professionals in a timely manner.

Job description

Key Responsibilitie

Coordinate and manage patient recall programmes, including:

• Long Term Condition (LTC) reviews.
• Diabetes recalls.
• Cardiovascular Disease (CVD) reviews.
• Shared Care monitoring.
• Childhood immunisation recalls for children aged 15 years.
• Contact patients by telephone, text message or letter to arrange appointments and reviews.
• Monitor recall performance and identify areas requiring additional patient engagement.
• Open, scan, index and accurately match incoming correspondence to patient records using the clinical system.
• Support the processing and matching of electronic correspondence and emails to ensure timely workflow management.
• Ensure patient appointments are booked correctly and amend bookings where necessary.
• Liaise with clinical and administrative teams to coordinate appointment availability and support recall activity.
• Report patient non-attendance in accordance with practice procedures.
• Respond to administrative queries from colleagues relating to recalls, appointments and correspondence.
• Maintain accurate patient records in accordance with practice policies and NHS information governance requirements.
• Provide general administrative support to the wider practice team as required.

About us

Sleaford Medical Group is a well-established NHS GP practice located in Sleaford, Lincolnshire, providing comprehensive primary care services to a large and diverse patient population. The practice offers a wide range of services including chronic disease management, minor surgery, family planning, immunisations, and travel health advice, alongside routine consultations and health checks. With a multidisciplinary clinical team and a strong focus on patient-centred care, the practice aims to deliver high-quality, accessible healthcare while supporting the wellbeing of the local community