Workflow Administrator - GP Surgery

This is a full-time maternity cover position working over 5 days per week. The temporary contract will run for the duration of the current postholder’s maternity leave and will end when they return to work. As the return date is not yet confirmed, an exact end date cannot be provided at this stage.

Job Overview

The Workflow Administrator is responsible for the accurate and timely processing of patient correspondence and clinical documentation, ensuring information is appropriately coded, actioned and followed up in line with Practice protocols. The role also provides wider administrative support, including patient record updates, registrations, telephone enquiries and total triage administration, while working closely with clinicians and the wider Practice team.

Duties

• The following are the core responsibilities of the workflow administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload.

To read, scan, code and action all documentation coming into the Practice in relation to patients in line with the set protocol for document management.

a. To ensure actions are completed by clinicians in a timely manner and to escalate to the Admin Manager where appropriate

b. To arrange further appointments or tests as required (and within the post holders remit) that are specified from either the documentation or requested by the clinician.

c. To report any significant events that occur in relation to document management and participate in any associated learning from incidents.

d. To attend any training required to maintain effective performance in this role.

e. Undertake a broad spectrum of administrative duties commensurate with the role

f. Process incoming and outgoing mail

g. File and store records as required

h. Photocopy documentation as required

i. Process changes to patient registration, deduction of record and new patient registration

j. Input data into the patients’ healthcare records as necessary

k. Answer incoming phone calls, transferring calls or dealing with the callers’ requests appropriately

l. Assist with total triage administration

m. Be an integral part of the general practice team

n. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children

o. Support in the delivery of enhanced services and other service requirements

p. Undertake all mandatory training and induction programmes

q. Contribute to and embrace the spectrum of clinical governance

r. Maintain a clean, tidy, effective working area at all times

s. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

t. Any other duties requested by the management or Partners that are deemed reasonable and within the capabilities of the post holder.

Requirements

Educated to GCSE level or equivalent

Experience of administrative duties

Excellent communication skills (written and oral)

Strong IT skills

Clear, polite telephone manner

Competent in the use of Office and Outlook

Effective 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

Join us in making a meaningful difference by ensuring our GP Surgery operates smoothly, efficiently, and compassionately. Your dedication will directly impact patient experiences while fostering a collaborative healthcare environment built on excellence.

Pay: From £12.71 per hour

Expected hours: 30.0 – 37.5 per week

Benefits:

• Company events
• Company pension
• Free flu jabs
• Free parking
• Health & wellbeing programme
• On-site parking

Work Location: In person