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Clinic Administrator

St Stephen's Health Centre - NHS
London E3
£23,000 - £25,000 a year - Permanent, Full-time


London E3

Pulled from the full job description

  • Company pension
  • On-site parking

Full job description

St Stephen’s Health Centre

Senior Clinical Administrator job description & person specification

Job Title

Senior Clinical Administrator

Line Manager

Operations Manager

Accountable to

Deputy Practice Manager

Hours per week


Job Summary

The candidate for this role must have 2-3 years of experience in a healthcare setting. Duties include but are not limited to, document management in EMIS, GP2GP, scheduling weekly/monthly clinical room and appointment rotas, managing locum clinicians, oversight of practice generic email, processing of information (electronic and hard copy) supporting the reception/admin teams and assisting patients as required. To act as a point of contact for patient queries for the clinical team.

Mission Statement

St Stephen’s Health Centre is an NHS healthcare provider.

We are a team, working in partnership with our local community to help promote and support health and wellbeing.

St Stephen’s is committed to providing an environment that is caring, kind and respectful to our patients and staff.

Generic Responsibilities

All staff at St Stephen’s Health Centre have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.


This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Deputy Practice Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at St Stephen’s Health Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.


The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At St Stephen’s Health Centre, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.


All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 27 days leave each year and should be encouraged to take all of their leave entitlement.

Primary Responsibilities

The following are the core responsibilities of the Senior Clinical 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:

  • Coordinate and support the roles and duties of reception / administration team to fulfil their duties in a professional and timely manner, adhering to practice protocols
  • Coordinate and upload clinical appointments minimum two months in advance - Weekly/monthly/quarterly GP/Nurse/community clinics rota and ad hoc clinics
  • Coordinate clinical room allocation rota and circulate as appropriate
  • Coordinate online Patient Access – including patient registration and de-registrations, including FP22 - Record management patient registrations, GP2GP, temporary registrations and out of area and SCR checks
  • Ensure clear pathways of document management including; prescription requests, processing all DNA letters in accordance with current policy, OOH notification/Death notifications in EMIS within practice guidelines. Photocopy documentation as required. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
  • Recruitment and induction of clinical locums as required – validating and adding sessions to EMIS
  • Process incoming and outgoing email and post
  • Initiating contact with and responding to team members and external agencies
  • Manage all queries (including administrative queries) as necessary in an efficient and timely manner
  • Maintain a clean, tidy, effective working area at all times
  • Support, monitor and maintain the reception area and notice boards
  • Support all clinical staff with general tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the Senior Clinical administrator may be requested to:

  • Support the wider administrative , coders and reception team, providing cover during staff absences
  • Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. Signposting patients to the correct service
  • Process referrals to external agencies such as secondary/ community care using the electronic referral system (ERS)
  • Coordinating patient prescriptions
  • Carry out system searches and audit as directed by the audit lead as requested.
  • Complete opening and closing procedures in accordance with the duty rota
  • Produce meeting agendas and record the minutes of meetings, as required

The person specification for this role is detailed below.

Person Specification – Receptionist / Administrator


Essential - Educated to GCSE level or equivalent

Desirable - GCSE Mathematics & English (C or above)


Essential - Experience of working with the general public

Essential - Experience of administrative / receptionist duties

Essential - Experience of working in a health care setting


Essential - Excellent communication skills (written and oral)

Essential - Strong IT skills

Essential - Clear, polite telephone manner

Essential - Competent in the use of Office and Outlook

Essential - EMIS

Desirable - accuRx

Desirable - ERS

Desirable - Cerner

Essential - Effective time management (Planning & Organising)

Essential - Ability to work as a team member and autonomously

Essential - Good interpersonal skills

Essential - Problem solving & analytical skills

Essential - Ability to follow policy and procedure

Personal Qualities

Essential - Polite and confident

Essential - Flexible and cooperative

Essential - Motivated

Essential - Forward thinker

Essential - High levels of integrity and loyalty

Essential - Sensitive and empathetic in distressing situations

Essential - Ability to work under pressure

Other requirements

Essential - Flexibility to work outside of core office hours

Essential - Disclosure Barring Service (DBS) check

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Job Types: Full-time, Permanent

Salary: £23,000.00-£25,000.00 per year


  • Company pension
  • On-site parking


  • 8 hour shift
  • Monday to Friday

Ability to commute/relocate:

  • London, E3 5ED: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 31/03/2023
Expected start date: 10/04/2023