Practice Administrator

South Tyneside Health Collaboration (STHC) is a GPFederation formed in 2017, bringing together 20 practices across the borough todeliver highquality primary care services at scale.

STHC owns and operates two GP practices, and we are nowlooking to expand our administrative team.

We are looking for 2 x full time administrators to work across both GP Practices.

This role provides essential administrative and clinicalworkflow support across both STHCowned practices, with the postholderprimarily based at Albert Road Surgery though cross site working may berequired across additional practice sites.

Key responsibilities include managing incoming clinical documents, accurately coding information into EMIS, processing referrals, maintaining patient records, and supporting tasks such as typing, SARs, and insurance reports. This is a nonpatientfacing role focused on document management, coding, and clinical administration. The successful candidate will be organised, proactive, and able to prioritise their workload to meet the needs of both sites.

South Tyneside Health Collaboration (STHC) is a GP Federation formed in 2017, bringing together 20 practices across the borough to deliver highquality primary care services at scale.

MAIN RESPONSIBILITIES

Practice Administration & Coordination

• Manage daytoday administrative operations to support the smooth running of the practice.
• Maintain accurate and uptodate patient records, ensuring all incoming clinical correspondence is processed, coded, and filed correctly within EMIS.
• Identify relevant clinical information within patient documents and apply appropriate Read/SNOMED coding.
• Action and allocate clinical tasks, ensuring timely escalation to GPs or the appropriate clinical team.
• Prepare, format, and distribute practice documentation, letters, and internal communications.
• Organise, summarise, and update patient records in line with practice protocols.
• Scan, index, and attach patientrelated documentation to electronic health records.
• Manage and process ereferrals, ensuring accuracy, completeness, and adherence to referral pathways.
• Support the completion and coordination of Subject Access Requests (SARs), insurance reports, and other medicolegal documentation.
• Provide accurate administrative support for clinical workflows, including dictation typing and document preparation.

Document Management & Clinical Correspondence

• Process all incoming clinical correspondence, including hospital letters, discharge summaries, pathology results, and thirdparty reports.
• Ensure all documents are reviewed, coded, and assigned to the correct clinician or workflow.
• Maintain high standards of document organisation, version control, and audit readiness.
• Track outstanding actions and ensure followup tasks are completed within required timeframes.

Compliance, Reporting & Quality Assurance

• Support the practice in meeting contractual, regulatory, and audit requirements.
• Ensure adherence to policies including safeguarding, information governance, confidentiality, and health & safety.
• Extract, input, and analyse data to support practice reporting, QOF, IIF, and other performance frameworks.
• Identify highrisk information within correspondence and elevate appropriately, including safeguarding concerns.

Team Support & Practice Development

• Provide comprehensive administrative support to GPs, nurses, and the wider multidisciplinary team.
• Assist with the development and refinement of administrative systems, templates, and workflows.
• Contribute to continuous improvement initiatives to enhance efficiency and data quality.

Systems & IT Management

• Use EMIS and associated clinical systems to manage patient information and administrative tasks.
• Maintain digital templates, referral forms, and practice documentation.
• Troubleshoot basic IT issues and liaise with external IT support when required.
• Support the implementation of new digital tools, processes, and system updates.

GENERALREQUIREMENTS OF THE ROLE

CONFIDENTIALITY

In theperformance of the duties outlined in this job description, the post-holdermay have access to confidential information.All such information from any source is to be regarded as strictlyconfidential.

Informationrelating to colleagues, other workers or the business of member practices mayonly be divulged to authorised persons in accordance with STHCs policies andprocedures, and the protection of personal and sensitive data.

HEALTH AND SAFETY

Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in STHC's Health & Safety Policyto include:

Identifyingthe risk involved in work activities and undertaking such activities in a waythat manages those risks.

Maintainingwork areas in a tidy and safe way and free from hazards.

Ensuringthat all accidents are reported and investigated and follow up action takenwhere necessary.

Maintain mandatory staff training, as required bythe postholder role.

EQUALITY, DIVERSITY AND INCLUSION

Thepost-holder will support the equality, diversity, inclusion and rights ofcolleagues to include:

Acting in away that recognises the importance of peoples rights, interpreting them in away that is consistent with current legislation.

Respectingthe privacy, dignity, needs and beliefs of colleagues.

Behaving ina manner which is welcoming to and of the individual, is non-judgemental andrespects their circumstances, feelings, priorities, and rights.

QUALITY

Thepost-holder will strive to maintain quality and will:

Alert otherteam members to issues of quality and risk.

Assess ownperformance and take accountability for own actions, either directly or undersupervision.

Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance.

Workeffectively with individuals in other agencies to meet patients needs.

Effectivelymanage own time, workload and resources.

COMMUNICATION

Thepost-holder should recognise the importance of effective communication withinthe team and will strive to:

Communicateeffectively with other team members.

Communicateeffectively with patients and carers.

Recognisepeoples needs for alternative methods of communication and respondaccordingly.

This Job Description provides a guide to the duties and responsibilities of the post and is not an exhaustive list. The post holder may be asked to undertake any other relevant duties appropriate to the post. The Job Description may be amended over time, in consultation with the post holder to meet the needs of the service.

WORKING ACROSS BOTH SITES WILL BE REQUIRED.

• Educated to GCSE level or equivalent in Mathematics and English.
• Experience of working in a GP practice.
• Understanding of clinical coding in EMIS.
• Experience of working with the public.
• Ability to work as a team member and autonomously.
• Effective time management.
• Competent in the use of MS Office and Outlook.
• Polite and confident
• Flexible to the needs of the organisation
• Cooperative, motivated, forward thinker
• High levels of integrity and loyalty
• Actively promotes an inclusive, welcoming environment where people of all backgrounds feel valued, supported, and able to access high quality care.
• Occupational Health clearance
• Flexibility to work outside core office hours
• Full UK driving licence
• AMSPAR Level 3 diploma in medical administration
• Knowledge of how GP practices operate, including appointment systems, patient pathways, and clinical workflows
• Knowledge of medical terminology

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.