Workflow and Registration Administrator

Job Summary

Are you organised, accurate and proactive, with excellent attention to detail?

Do you enjoy working with computer systems, managing information and helping a team run efficiently?

The Elms Medical Practice is looking for a Workflow and Registration Administrator to join our administrative team. This is an important role supporting the smooth day-to-day running of the practice and helping ensure our patients’ records are accurate, up to date and managed safely.

About the role

This is a varied administrative position combining the processing of incoming clinical correspondence with the registration and deregistration of patients.

You will play a key role in ensuring that incoming documents are processed promptly, information is recorded accurately and actions are directed to the appropriate members of our clinical and administrative teams.

Your responsibilities will include:

• Processing incoming hospital letters, discharge summaries, clinic correspondence and other clinical documents using Docman and EMIS Web.
• Filing documents accurately within patients’ electronic medical records.
• Applying appropriate clinical codes in accordance with practice procedures and your training.
• Reviewing correspondence and allocating tasks to GPs, nurses, care coordinators, secretaries and other team members as appropriate.
• Recognising urgent correspondence and escalating it promptly in line with practice procedures.
• Processing new patient registrations, deregistrations and deductions.
• Maintaining accurate patient demographic information and resolving discrepancies.
• Monitoring medical record transfers and following up outstanding requests.
• Maintaining confidentiality and ensuring patient information is handled securely.
• Supporting improvements to administrative processes and workflow efficiency.

The role will mostly be based at our main site in Hoo. There may also be a requirement to work at our branch sites in Allhallows, High Halstow and Grain from time to time.

Requirements

• GCSE Mathematics and English, Grade C or above
• Excellent communication and listening skills
• Ability to remain calm under pressure
• Proficient in Microsoft Office
• Strong attention to detail and accuracy
• Good judgement and decision-making within set guidelines
• Ability to prioritise workload
• Organisational and multitasking skills
• Good IT skills and ability to learn clinical systems (e.g. EMIS)
• Empathy and a patient-centred approach
• Ability to handle confidential information sensitively
• Previous administrative experience
• Valid Driving Licence

Desirable

• Previous experience in a GP practice or healthcare setting
• Previous experience working in a GP surgery or NHS environment, using Docman or EMIS Web, or processing patient registrations and clinical correspondence would be an advantage

Hours: 25 hrs per week, 5 hours per day, either morning or afternoon.

What We Offer

• Supportive and friendly working environment
• Opportunities for training and development
• NHS pension scheme
• Competitive salary and holiday entitlement

About us

We are a friendly team responsible for the care of circa 12,000 patients.

Our mission is to provide professional, accessible, quality healthcare services for our patients, providing the best possible outcomes for our patients in a safe and welcoming environment. We strive to be a modern general practice, offering a wide range of services. We aim to use technology in an effective and efficient way to improve our administration, patient contact and clinical activity. We are keen to invest in our staff team, to develop their skills and knowledge.

Work Location: In person

Application deadline: 25/10/2026

Pay: £13.79 per hour

Expected hours: 25.0 per week

Benefits:

• Company pension
• Free parking
• On-site parking

Education:

• GCSE or equivalent (required)

Experience:

• Administrative: 2 years (preferred)

Licence/Certification:

• Driving Licence (required)

Work Location: In person