Admin Coordinator - General Practice

Job Summary The Admin Coordinator supports the reception team and wider practice by ensuring smooth daily operations, strong communication, effective training, and ongoing compliance. Working closely with Management and Partners, the post holder helps drive continuous improvement, uphold confidentiality, encourage collaborative working, and deliver high quality patient services. Additional duties may be assigned by the Management team as needed. Key Responsibilities • Responsible for the day-to-day supervision of reception and associated functions; supporting reception staff mainly at the reception desk, the back office and comms room. • Support the team directly by helping with reception, back-office functions and comms when required. • Delegation of admin tasks and triage of unassigned tasks, Patchs consultations and support with Pharmacy First process. • Ensuring all staff are supported with queries and issues as they arrive, creating a permanent base within the back office. • Support new members of the team with inductions and in-house training to ensure compliance is met and competencies are signed off. • There is the express expectation of self-management regarding problem solving, workload, and time priorities. • Ensure effective communication with both patients and staff. • The Admin Coordinator is expected to develop relationships with all staff to actively gauge issues within the practice including capacity and training issues. • Excellent customer service skills with the ability to handle difficult situations professionally. Administrative Responsibilities • Monitoring daily workflow via Patchs and ensuring that diverts are put in place where appropriate. • Oversee and delegate tasks daily to the admin team ensuring those shared are initially appropriate. • Responsibility for SCR updates, links, G2GP transfers, and degraded entries are completed in a timely manner. • Support Management by organising stationary audits and proactively place orders. • Ensuring all stock and deliveries are distributed appropriately to maintain clear entry ways and an accountable chain of receipt. • Proficient in office administrative tasks, including scheduling, data entry, and record keeping. • Ensure effective communication to patients via timely complaint acknowledgements whilst providing initial guidance and advice to patients Confidentiality • In the performance of duties, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as business organisations. All such information from any source is to be regarded as strictly confidential. • The post holder will be required to always adhere to the confidentiality agreement. Any breach of this may result in immediate dismissal. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: • Communicate effectively with other team members and external suppliers. • Recognise peoples needs for alternative methods of communication and respond accordingly. • Maintain strong, effective communication skills across the practice, both verbal and written utilising tasks, emails, and notifications. Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy. Job description Job responsibilities Job Summary The Admin Coordinator supports the reception team and wider practice by ensuring smooth daily operations, strong communication, effective training, and ongoing compliance. Working closely with Management and Partners, the post holder helps drive continuous improvement, uphold confidentiality, encourage collaborative working, and deliver high quality patient services. Additional duties may be assigned by the Management team as needed. Key Responsibilities • Responsible for the day-to-day supervision of reception and associated functions; supporting reception staff mainly at the reception desk, the back office and comms room. • Support the team directly by helping with reception, back-office functions and comms when required. • Delegation of admin tasks and triage of unassigned tasks, Patchs consultations and support with Pharmacy First process. • Ensuring all staff are supported with queries and issues as they arrive, creating a permanent base within the back office. • Support new members of the team with inductions and in-house training to ensure compliance is met and competencies are signed off. • There is the express expectation of self-management regarding problem solving, workload, and time priorities. • Ensure effective communication with both patients and staff. • The Admin Coordinator is expected to develop relationships with all staff to actively gauge issues within the practice including capacity and training issues. • Excellent customer service skills with the ability to handle difficult situations professionally. Administrative Responsibilities • Monitoring daily workflow via Patchs and ensuring that diverts are put in place where appropriate. • Oversee and delegate tasks daily to the admin team ensuring those shared are initially appropriate. • Responsibility for SCR updates, links, G2GP transfers, and degraded entries are completed in a timely manner. • Support Management by organising stationary audits and proactively place orders. • Ensuring all stock and deliveries are distributed appropriately to maintain clear entry ways and an accountable chain of receipt. • Proficient in office administrative tasks, including scheduling, data entry, and record keeping. • Ensure effective communication to patients via timely complaint acknowledgements whilst providing initial guidance and advice to patients Confidentiality • In the performance of duties, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as business organisations. All such information from any source is to be regarded as strictly confidential. • The post holder will be required to always adhere to the confidentiality agreement. Any breach of this may result in immediate dismissal. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: • Communicate effectively with other team members and external suppliers. • Recognise peoples needs for alternative methods of communication and respond accordingly. • Maintain strong, effective communication skills across the practice, both verbal and written utilising tasks, emails, and notifications. Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy.