Apprentice Administrator J3171 – Coleford

Posted 1 week ago

A great opportunity to work within the support team of a large GP practice. This is a varied administration role that will involve supporting the surgery with administration within the IT and Admin department.

We are looking for an administrator that has an interest in IT who must be organised, efficient, pay close attention to detail and who works well in a team environment.

Main Responsibilities:

  • Carry out the function of scanning, reviewing & coding documents to enable them to be available to the whole of the Practice in an accurate and timely manner via our medical system
  • Summarise, Organise and Read Code relevant information from patient’s clinical records into the medical system, working strictly in accordance with the Practice summarising protocol
  • To file Patient’s paper notes in accordance with the practice protocol
  • With the assistance of the IT helpdesks and other system providers, report & resolve IT issues
  • Liaise with other members of the Primary Health Care Team and others as necessary to carry out the duties of the Post
  • Bring to the attention of the IT & Admin Supervisor any anomalies or matters that the Post Holder would reasonably be expected to identify which impact on the data being recorded or the Practice in general
  • Bring to the attention of the IT & Admin Supervisor problem areas, backlogs and areas of difficulty as and when they arise
  • Provide, where reasonable, cover during periods of holiday and/or absence to other members of Practice Administration Team
  • Maintenance of Pathology results


  • Registration Links – amendments, rejections and deductions of medical records
  •  produce and maintain reports to assist the management team
  • Attending Safeguarding meetings and maintaining the Safeguarding register
  • When necessary assist the IT Manager with QOF and Enhance Services processes
  • To assist with the immunisation and cytology process in accordance with NHS England policy
  • To assist maintaining our recall process to ensure patients are sent invites to attend their appropriate clinic
  • Ad hoc tasks relating to Patient Registrations
  • Perform audits and searches to assist the management team
  • Redirect pathology results or documents to appropriate clinicians
  • Data entry and coding of documents and correspondence
  • Summarising of medical record via paper held records and GP2GP electronic records

IT Support:

  • Monitor and report IT issues including the Practice telephone system
  • Setup new users on all software used within the practice or use relevant helpdesks when necessary
  • Install new software and hardware when required and troubleshoot problems
  • Liaise with system supplier help desks (clinical and telephone systems) and IT support personnel
  • Monitor electronic links with PCSE (Primary Care Support England) and others as necessary. Identify and rectify all rejections appropriately
  • Monitor and maintain Pathology and other links with Laboratories and other agencies and identify, rectify or report any problems that arise
  • Liaise with IT Support on the management, acquisition and disposal of IT equipment
  • To arrange Toner and Drum Recycling
  • To maintain and update patient information system, including producing our own bespoke media

Person Specification:

  • Willingness to learn
  • Flexible with the tasks they undertake
  • Confident but willing to listen and not be afraid to ask questions
  • Good communicator
  • Smart Appearance
  • Able to work independently
  • IT Literate: Proficient at Word/Excel
  • Must understand the importance of confidentiality

Qualifications Required:
GCSE or equivalent grades 9 to 4 (A* to C) in Maths, English Language and IT

35 hours per week
Monday to Friday various hours with ½ hour unpaid lunch
(Will potentially be a later start on a Tuesday)

£4.81 per hour

Job Features

Job Category Apprentice Administrator
Job Ref Number: J3171
Skills Required: Willingness to learn, Flexible, Confident, Good communicator, Smart Appearance, Able to work independently, IT Literate
Qualifications GCSE or equivalent grades 9 to 4 (A* to C) in Maths, English Language and IT

Job Features

Job CategoryBusiness & Finance

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