Job summary

An excellent opportunity has arisen for an enthusiastic, experienced Patient Services Administrator with the ability to work well under pressure to join our friendly practice team with 4 partners and 9,100 patients. The post is part time, working Monday to Friday afternoons. There is a requirement to remain flexible to cover colleagues who may be sick or on holiday.

Main duties of the job

To support the management team in the effective administration and management of the practice. The Patient Services Administrator will work under the direction of the Practice Manager, striving to enhance a number of key systems in both clinical and administrative areas.

The Patient Services Administrator will also champion quality and improvement programmes, confidentiality, collaborative working, service delivery, learning and development, promoting a positive working environment.

Duties can include, but are not limited to, supporting acute care, assisting the administration and care navigator teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.

To support staff with 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

This is a very busy practice with a supportive, committed team. The successful candidate will need to be able to cope well under pressure, prioritise and think on their feet.

Benefits include NHS Pension Scheme, free on-site parking, Blue Light Card Discount Scheme Membership (on application).

Details

Date posted

13 October 2026

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A1832-26-0027

Job locations

Canal Way

Ilminster

Somerset

TA19 9FE

United Kingdom

Job description

Job responsibilities

The following are the core responsibilities of the Patient Services Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

a.Supporting the management team as required with projects, systems and procedures

b.Providing key performance information as requested

c.Support the Care navigator Team, providing cover during staff absences

d.Supporting the management team in monitoring compliance with health and safety legislation, providing leadership and direction for staff

e.Contributing to the development, implementation and embedding of an effective practice training programme for all staff

f.Providing administrative support for compliance registers, supporting the Practice Manager, ensuring DBS checks are conducted

g.Supporting the Practice Manager in the marketing of the practice

h.Supporting the Practice Manager in the maintenance of the practice and NHS Choices websites

i.Effective monitoring of the Friends and Families Test

j.In conjunction with the management team, setting and monitoring performance targets, identifying areas for improvement to enhance patient services

k.Maintaining and monitoring the practice appointment system

l.Process personal, telephone and e-requests for appointments

m.Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n.Signposting patients to the correct service

o.Initiating contact with and responding to, requests from patients, team members and external agencies

p.Photocopying documentation as required

q.Data entry of new and temporary registrations and relevant patient information as required

r.Input data into the patients healthcare records as necessary

s.Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

t.Manage all queries (Internal and external) as necessary in an efficient manner

u.Carry out system searches as requested

v.Liaising with the acute care team, booking patients into appropriate appointments as requested

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

x.Support all clinical staff with general tasks as requested

y.Process incoming and outgoing mail

z.Process all DNA letters in accordance with current policy

aa.Liaising with the Patient Services Lead with regards to work flow, call handling and productivity

bb.Supporting the management team in the compilation of practice reports and the practice development plan

cc.Developing, implementing and embedding efficient processes and procedures to adhere to extant legislation

dd.Provide initial guidance and advice to patients who wish to complain

ee.Manage all deliveries to the practice, ensuring adherence to the cold chain policy as necessary

ff.Act as building fire marshall, ensuring evacuation lists are current and that the visitors log is used appropriately

gg.Summarising of newly registered patients notes

hh.Scanning and/or read coding of information onto patient medical records in line with practice scanning and read coding procedure

Job description Job responsibilities The following are the core responsibilities of the Patient Services Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.a.Supporting the management team as required with projects, systems and proceduresb.Providing key performance information as requestedc.Support the Care navigator Team, providing cover during staff absencesd.Supporting the management team in monitoring compliance with health and safety legislation, providing leadership and direction for staffe.Contributing to the development, implementation and embedding of an effective practice training programme for all stafff.Providing administrative support for compliance registers, supporting the Practice Manager, ensuring DBS checks are conductedg.Supporting the Practice Manager in the marketing of the practiceh.Supporting the Practice Manager in the maintenance of the practice and NHS Choices websitesi.Effective monitoring of the Friends and Families Testj.In conjunction with the management team, setting and monitoring performance targets, identifying areas for improvement to enhance patient servicesk.Maintaining and monitoring the practice appointment systeml.Process personal, telephone and e-requests for appointmentsm.Answer incoming phone calls, transferring calls or dealing with the callers request appropriatelyn.Signposting patients to the correct serviceo.Initiating contact with and responding to, requests from patients, team members and external agenciesp.Photocopying documentation as requiredq.Data entry of new and temporary registrations and relevant patient information as requiredr.Input data into the patients healthcare records as necessarys.Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative teamt.Manage all queries (Internal and external) as necessary in an efficient manneru.Carry out system searches as requestedv.Liaising with the acute care team, booking patients into appropriate appointments as requestedw.Maintain a clean, tidy, effective working area at all timesx.Support all clinical staff with general tasks as requestedy.Process incoming and outgoing mailz.Process all DNA letters in accordance with current policyaa.Liaising with the Patient Services Lead with regards to work flow, call handling and productivitybb.Supporting the management team in the compilation of practice reports and the practice development plancc.Developing, implementing and embedding efficient processes and procedures to adhere to extant legislationdd.Provide initial guidance and advice to patients who wish to complainee.Manage all deliveries to the practice, ensuring adherence to the cold chain policy as necessaryff.Act as building fire marshall, ensuring evacuation lists are current and that the visitors log is used appropriatelygg.Summarising of newly registered patients noteshh.Scanning and/or read coding of information onto patient medical records in line with practice scanning and read coding procedure

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Leadership and/or management qualification
• AMSPAR qualification

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare setting
• Experience of administrative duties

Desirable

• Relevant health and safety experience

Skills

Essential

• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Clear, polite telephone manner
• Strategic thinker
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to motivate and train staff
• Ability to develop, implement and embed policy and procedure
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment

Desirable

• EMIS user skills

Person Specification Qualifications Essential Good standard of education with excellent literacy and numeracy skills Desirable Leadership and/or management qualification AMSPAR qualification Experience Essential Experience of working with the general public Experience of working in a healthcare setting Experience of administrative duties Desirable Relevant health and safety experience Skills Essential Excellent communication skills (written, oral and presenting) Strong IT skills (generic) Clear, polite telephone manner Strategic thinker Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to motivate and train staff Ability to develop, implement and embed policy and procedure Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Desirable EMIS user skills

Employer details

Employer name

SUMMERVALE SURGERY

Address

Canal Way

Ilminster

Somerset

TA19 9FE

United Kingdom

Employer's website

https://www.Summervalesurgery.co.uk (Opens in a new tab)

Employer details

Employer name

SUMMERVALE SURGERY

Address

Canal Way

Ilminster

Somerset

TA19 9FE

United Kingdom

Employer's website

https://www.Summervalesurgery.co.uk (Opens in a new tab)