Administrator
- Employer
- Island City Practice
- Location
- Portsmouth, PO4 8TA
- Contract
- Permanent
- Posted
- 3 September 2026
- Closing date
- 27 September 2026
Role overview
Island City Practice is looking for a motivated, organised, and detail-focused individual to join our team in a varied and rewarding administrative support role. Working as part of a multidisciplinary team, you will provide comprehensive secretarial, administrative, and data management support, helping to ensure the smooth and efficient delivery of high-quality patient care.
This is an excellent opportunity for someone with strong organisational skills, attention to detail, and a commitment to delivering excellent patient support. In return, you will join a friendly and supportive team dedicated to providing outstanding care to our local community.
Post details - 32 hours a week Monday: 09:00 - 17:00 Tuesday: 09:00 - 17:00 Wednesday: 09:00 - 18:00 Thursday: 09:00 - 18:00 Friday: Non-working day The role involves processing electronic and paper-based information accurately and in a timely manner, coding clinical information within patient records, and maintaining high standards of data quality in line with practice policies and procedures. You will liaise regularly with clinicians, administrative colleagues, and external healthcare providers, including secondary care and community services, using systems such as the Electronic Referral Service (ERS).
The following are the core responsibilities of the Administrator. From time to time, additional duties may be required to support the needs of the practice, depending on workload and staffing requirements.
Accurately code clinical information using SystmOne. Extract, interpret, and enter information from clinical correspondence and secondary care communications into patients' electronic health records.
Process and code clinical results, ensuring all relevant information is recorded appropriately. Summarise patient records and manage the receipt and electronic integration of new patient notes.
Show full NHS role information
Maintain high standards of data quality and contribute to data quality improvement initiatives. Process patient referrals to external healthcare providers, including secondary care services, using the Electronic Referral Service (e-RS).
Manage urgent referrals, Two Week Wait referrals, and Advice and Guidance requests, ensuring clinicians are kept informed and patient records are updated accordingly. Review, scan, code, and action incoming clinical and administrative correspondence in line with practice protocols.
Liaise with patients and external organisations where required to support the efficient completion of referrals. Provide comprehensive administrative and secretarial support to the multidisciplinary team.
Process incoming and outgoing mail, prepare correspondence, and undertake photocopying and document management tasks as required. Respond to administrative queries, perform system searches, and support clinical staff with a range of administrative duties.
Manage the practice's general email inbox, prioritising, responding to, and distributing correspondence appropriately. Provide reception support during periods of staff absence or increased operational demand, as directed by management.
Process requests for private services and medical reports in accordance with practice procedures. Handle incoming and outgoing telephone calls professionally, courteously, and compassionately, resolving queries or directing them to the appropriate person where necessary.
Act as a key point of contact between the practice and external organisations, supporting issue resolution and service coordination. Support the effective use of the clinical system by undertaking searches, audits, recalls, and data collection activities.
Configure, run, and interpret searches to support clinical audits, performance monitoring, and reporting requirements. Process patient online service applications, ensuring compliance with information governance and data security standards.
Collate, validate, and submit data for internal and external reporting purposes as required. Participate in training, team meetings, and development activities to maintain and enhance skills and knowledge.
Support colleagues with troubleshooting clinical system issues and contribute to the implementation of new technologies and system improvements. Assist in the development and refinement of administrative processes to improve efficiency and service delivery.
Manage the practice's death notification protocol with sensitivity and professionalism, ensuring timely communication with the Medical Examiner's Office. Work in accordance with practice policies, procedures, and confidentiality requirements.
Maintain a professional and patient-centred approach at all times. Undertake any other duties appropriate to the role as requested by the Management Team.