About

This post is a highly versatile, multi‑skilled administrative role designed to provide comprehensive support across all areas of general practice administration. The post holder will be competent to undertake the full range of duties normally carried out by:

Centralised Practice / Workflow Administrators

Receptionists

Medical Secretaries

Prescription Clerks / Medicines Management Administrators

Medical Records Summarisers

This role exists to ensure continuity, flexibility, and resilience across the centralised team and all practice sites. The post holder will be deployed dynamically to areas of greatest need, covering staff absence, vacancies, increased workload, and service pressures.

The post holder must be confident working across different teams, sites, and workflows while maintaining consistently high standards of accuracy, confidentiality, and patient service.

The role aims to reduce the administrative burden on clinical teams, enhance patient safety through accurate data processing, and provide adaptable support across multiple practices.

This is a floating, multi ‑ site role. The post holder will work flexibly across all practices/sites within the organisation and within the centralised administration function, according to service need. There is no fixed base; the role exists specifically to provide cover, resilience, and additional capacity across the centralised team and individual practice sites.

Key Principle of the Role – Floating & Flexible Working

This is not a fixed‑site or single‑function role .

The post holder will be required to float between sites and centralised functions , sometimes at short notice.

Duties will vary day‑to‑day depending on operational priorities.

Flexibility is an essential and mandatory requirement of the role.

All staff are expected to work flexibly. The Floating Centralised Practice Administrator will be required to undertake duties not specifically listed in this job description where these are reasonable, appropriate to the role, and necessary to maintain safe and effective services.

At Nottingham City GP Alliance, we strive to create an inclusive and collaborative environment where employees are empowered to make a difference. As a trusted provider of primary care services, we are committed to improving the health outcomes and experiences of our patients. By joining our workforce, you will have the opportunity to work alongside dedicated professionals, utilising your skills and expertise to positively impact the lives of individuals and families in our community.

1. Centralised Workflow & Clinical Correspondence

Process all incoming correspondence (paper, electronic, email) accurately and within agreed timescales.
Scan, upload, attach, and code documents to patient records using clinical systems (e.g. SystmOne/EMIS).
Apply appropriate clinical coding (Read/SNOMED) in line with SOPs and data quality standards.
Identify urgency, risk, and safeguarding concerns and escalate appropriately.
Allocate and action tasks arising from correspondence, including arranging appointments or forwarding to clinicians.
Process 111 reports, OOH messages, ambulance reports, safeguarding alerts, and overnight notifications.
Monitor workflow queues and support achievement of KPIs.

2. Medical Records Summarising & Coding

Summarise incoming medical records from previous practices or care providers.
Extract, code, and enter key clinical information into patient records.
Ensure summarising is completed accurately and in line with practice policies and national standards.
Support backlog reduction and data quality audits.
Validate and correct historical summaries where required.

3. Prescriptions & Medicines Management Support

Process repeat and acute prescription requests via clinical systems.
Act as a point of contact for prescription enquiries from patients and pharmacies.
Check medication review dates and flag concerns to clinicians or pharmacy teams.
Generate prescriptions accurately and within turnaround targets.
Liaise with pharmacies regarding supply issues and urgent requests.
Support prescribing audits and medicines management workflows.

4. Reception & Patient Services

Provide reception cover across all sites as required.
Receive and assist patients and visitors in a courteous, professional manner.
Answer telephones, manage messages, and handle patient queries effectively.
Book, amend, and cancel appointments in line with practice procedures.
Register new patients and update demographic details.
Take home visit requests and ensure correct processing.
Open and close sites where required.

5. Medical Secretary & Referral Administration

Manage referrals including urgent, two‑week wait, advice & guidance, and ERS workbench activity.
Track referrals and follow up outcomes.
Process medical reports, insurance forms, and third‑party requests ensuring consent is in place.
Support MDT meetings, safeguarding meetings, and minute taking where required.
Liaise with hospitals, community services, social care, and external agencies.
Support audits, reporting, and QOF‑related administrative activity.

6. General Administrative & Operational Support

Support centralised and site‑based teams during periods of absence or pressure.
Open and distribute post and manage scanning backlogs.
Maintain accurate records and ensure GDPR compliance at all times.
Assist with audits, searches, and reports as requested.
Respond to ad‑hoc administrative queries from managers and clinicians.
Use all practice systems and follow SOPs consistently across sites.

This job description is not exhaustive and will be reviewed periodically in line with service development.