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Hours: 37.5 hours per week
Salary: £24,852.66
Main duties of the job
To be responsible for undertaking a wide range of administrative duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, accurate processing of all correspondence including emails, footfall, letters and tasks, as well as assisting patients as required. A more detailed list is below.
- To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
About Us
Norfolk Primary Care Ltd is a Community Interest Company. It was established to:
- Support and strengthen primary care and to promote and assist practices to improve quality by working with and on behalf of primary care in Norfolk.
- Help with challenges identified by practices workload, GP recruitment, sharing best practice.
- Recognise the changing nature of primary care and assist to ensure that the right level of service is provided to address the needs of the local population.
- Provide benefit to patients of primary care, the clinicians and administrators who work in it and practice organisations in Norfolk.
- Work within health systems to provide patient care in innovative and solution-focused ways.
We offer successful candidates a supportive working environment, competitive salary, excellent working conditions and the benefits of the NHS pension scheme. Other benefits include access to NHS discounts and discounted First Bus travel.
If you are interested in working in an organisation committed to a culture of professionalism, growth, integrity, positivity and kindness then we would love to hear from you.
Details
Date posted
25 September 2026
Pay scheme
Other
Salary
£24,852.66 a year
Contract
Permanent
Working pattern
Full-time,
Flexible working
Reference number
E0179-1095
Job locations
Millwood Medical Practice
Mill Lane
Bradwell
Great Yarmouth
Norfolk
NR31 8HS
United Kingdom
Job Description
Job responsibilities
The Following Are The Core Responsibilities Of The Administrator. There May Be, On Occasion, a Requirement To Carry Our Other Tasks. This Will Be Dependent Upon Factors Such As Workload And Staffing Levels:
- Processing of letters
- Coding diagnosis and procedures which also includes cancer diagnosis, aiming for QOF codes and inputting vaccinations - Linking to expiring codes - Adding implant recalls - Passing recalls/long term conditions onto Michelle for QOF recalls - Making codes active or in error - Merging duplicate active problems - Tidying up active problem list, if resolves or unnecessary codes - Using workflow to communicate with relevant staff which may include further action - Making letters not visible on patient record if required such as safeguarding - Transferring electrical documents on Sys1 - Making new batches - Raise any safeguarding concerns to GP
- Scanning and Post
- Processing the Royal Mail and Hospital post typically twice a day - Checking the admin scanning tray every day - Putting medical and insurance reports in reception managers tray - Passing finance letter to finance lead - Scanning clinical information letters on Sys1 - Processing urgent letters as soon as possible - Sending patient summaries for Universal Credit request letters
- Telephone calls
- Answering the admin/referral line - Answering the bypass number which will include paramedics - Take calls from staff on bypass number to report in sick and to pass to management team
- Make outgoing telephone calls to patients and healthcare professionals
- Emails
- Emails monitored every day - Action emails which can be from patients, healthcare professionals and third parties which can include:
- Adding visits
- Send summaries
- Send pathology results
- Send MED3
- Sending tasks to relevant staff and replying with outcome
- Passing medication emails onto prescription team
- Adding photos onto the record
- Redirecting complaints
- Dealing with RIP notifications
- General enquiries
- Passing relevant emails on to management
- Footfall
- Footfall is monitored every day; these can include:
- Send summaries
- Send MED3
- Send pathology results
- Add photos onto the record
- General enquiries
- RIP Process
- Send the bereavement letters - Fill in ROP information excel sheet on Teams - Fill in RIP red book - Follow F12 process - Follow Sys1 deduction process request - Put Medical Examiner referral form on - Task GP/Drs to make aware and request death certificate and referral form - Update reception board - Scan death certificate on to record - Email death certificate, medical examiner form, NOK detail and patient summary
- Tasks
- Monitoring admin and coding task box daily and action adoring, following above
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Secondary Responsibilities
In addition to the primary responsibilities, the Administrator may be request to:
- Support administrative staff, providing cover during staff absences
- Book urgent appointment but not including DRS/UDT in the correct time frame from tasks, emails or letters. Speak to Amy for assist if no slots.
- Complete ICE form requests from tasks, emails or letters
- Follow weekly admin rota
- Attend admin meeting and training sessions within working hours
- Checking and keeping up to date with Teams notifications
- There will also be individual jobs identified to specific people. Those jobs are:
- Breast screening
- Retinal screening
- AAA screening
- Checking breaking news batch once a week
- PPG leaflet developed every new session
- Baby folder checked once a week, typically on a Friday
- At the beginning of each month the death certificate folder is checked and items removed every 28 days
- Stationary ordering
- New patient registrations inputting typically twice a week
- Occasionally coping of notes
- Inputting of NHS Health checks
Undertake additional duties as may from time to time be necessary, commensurate with the post.
The Following Are The Core Responsibilities Of The Administrator. There May Be, On Occasion, a Requirement To Carry Our Other Tasks. This Will Be Dependent Upon Factors Such As Workload And Staffing Levels:
- Processing of letters
- Coding diagnosis and procedures which also includes cancer diagnosis, aiming for QOF codes and inputting vaccinations - Linking to expiring codes - Adding implant recalls - Passing recalls/long term conditions onto Michelle for QOF recalls - Making codes active or in error - Merging duplicate active problems - Tidying up active problem list, if resolves or unnecessary codes - Using workflow to communicate with relevant staff which may include further action - Making letters not visible on patient record if required such as safeguarding - Transferring electrical documents on Sys1 - Making new batches - Raise any safeguarding concerns to GP
- Scanning and Post
- Processing the Royal Mail and Hospital post typically twice a day - Checking the admin scanning tray every day - Putting medical and insurance reports in reception managers tray - Passing finance letter to finance lead - Scanning clinical information letters on Sys1 - Processing urgent letters as soon as possible - Sending patient summaries for Universal Credit request letters
- Telephone calls
- Answering the admin/referral line - Answering the bypass number which will include paramedics - Take calls from staff on bypass number to report in sick and to pass to management team
- Make outgoing telephone calls to patients and healthcare professionals
- Emails
- Emails monitored every day - Action emails which can be from patients, healthcare professionals and third parties which can include:
- Adding visits
- Send summaries
- Send pathology results
- Send MED3
- Sending tasks to relevant staff and replying with outcome
- Passing medication emails onto prescription team
- Adding photos onto the record
- Redirecting complaints
- Dealing with RIP notifications
- General enquiries
- Passing relevant emails on to management
- Footfall
- Footfall is monitored every day; these can include:
- Send summaries
- Send MED3
- Send pathology results
- Add photos onto the record
- General enquiries
- RIP Process
- Send the bereavement letters - Fill in ROP information excel sheet on Teams - Fill in RIP red book - Follow F12 process - Follow Sys1 deduction process request - Put Medical Examiner referral form on - Task GP/Drs to make aware and request death certificate and referral form - Update reception board - Scan death certificate on to record - Email death certificate, medical examiner form, NOK detail and patient summary
- Tasks
- Monitoring admin and coding task box daily and action adoring, following above
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Secondary Responsibilities
In addition to the primary responsibilities, the Administrator may be request to:
- Support administrative staff, providing cover during staff absences
- Book urgent appointment but not including DRS/UDT in the correct time frame from tasks, emails or letters. Speak to Amy for assist if no slots.
- Complete ICE form requests from tasks, emails or letters
- Follow weekly admin rota
- Attend admin meeting and training sessions within working hours
- Checking and keeping up to date with Teams notifications
- There will also be individual jobs identified to specific people. Those jobs are:
- Breast screening
- Retinal screening
- AAA screening
- Checking breaking news batch once a week
- PPG leaflet developed every new session
- Baby folder checked once a week, typically on a Friday
- At the beginning of each month the death certificate folder is checked and items removed every 28 days
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