Senior Administrator
| Company: | NHS Jobs |
|---|---|
| Salary: | £33,001 |
| Hours: | Full-time |
| Location: | London, E14 3PG |
| Job type: | Permanent |
| Posting date: | 28 Jul 2026 |
| Closing date: | 11 Aug 2026 |
Summary
POST Senior Administrator LINE MANAGER/ SUPERVISOR Practice Manager LOCATION Tower Hamlets Practices E14 JOB PURPOSE To work as part of the team providing senior administrative support and information for the Tower hamlets practices including doctors, clinicians, managers and other members within the team. To work alongside the PM and Reception Supervisor/ Manager and to ensure the smooth running of the practice throughout the week and a high quality service to the patients registered with the practice. RESPONSIBILITIES Senior Administrative Duties To ensure all enquiries are handled efficiently, courteously and professionally. Having overall responsibility for ensuring e-referrals from locums are actioned. Ensuring task & referral pathways are up to date, and new information disseminated to all staff Accurate record keeping. Referral monitoring document, and recording stats and data for audit and evaluation Reconciliation of report details with invoices Preparing medical reports / records - including printing or photocopying of patient summaries. Recording receipt and dispatch of records/ reports via a spreadsheet tracker. Liaise with outside organisations Request results/ letters /notes/reports from other agencies as required Maintaining file of requests for medical reports of patients from outside agencies. Contemporaneous documentation following any patient contact onto electronic patient records To ensure that letters and reports are produced promptly. They are well laid out in order to maintain the efficient running of the service. Support with registration & deduction process Maintain office supplies and stock levels with accurate record keeping Coding clinical letters as per training. To provide cover for reception and administrative staff when required. Supporting managers in the recruitment process. Supporting the managers in complaint investigation and preparation. Support with preparation of weekly/monthly clinical rotas Oversee general administration tasks Undertaking regular 1-1 meetings with admin team and document Ensure the smooth running of admin team Monitor and report for staff attendance to PM Back up support for Fire marshal to carry out regular Fire and Panic alarm tests Support Managers in Health and Safety inspection To provide administrative support / chair regular admin/reception, PPG, integrated care, Mental Health, Clinical & Health visitor meetings and produce accurate minutes of the meetings. Email staff actions & follow ups. Overall responsibility of ensuring all policys, process maps and pathway documentation is updated on a regular basis Manage and monitor admin team workloads, update Managers and provide feedback on achievements. Support Managers in identifying future training needs through the staff review process To implement changes within the team where necessary, in discussion with Managers To ensure day to day team specific duties are being carried out and to address initial areas of concern with the staff member after discussions with managers. Provide cover for Ensuring the Emis appointment book is up to date with available appointments at least 3 months in advance for all clinicians. Provide cover - for all sessions/ meetings and leave are requested and reflected on clinical system update manager when complete. Request locum cover from HMB Ensure all unfilled locum sessions are documented on internal spreadsheet and process. Lead on all DES, NIS, QOF, and any other Quality services the practice is required to offer. Ensure all targets being monitored and met on a weekly basis. Ensure any off targets with action plans are raised and discussed with manager on a weekly basis. * CQC preparation and CQC workbook to be updated weekly and shared with Managers PPA preparation with clinical support from HCAs. Ensure a monthly stock reconciliation is carried out on paid vaccines. Ensure there are adequate stock levels of paid and unpaid and internal stock recording spreadsheet is completed. National shortages to be reported to Clinical Lead, Nurses & Managers Lead on fact finding, provide administrative support for significant event investigations and report preparation. Provide fact finding, administrative support and report preparation for complaints as and when required to do so by any clinician, managers or Senior staff. Ensure all IT issues are investigated initially and reported to Egton. NELCSU, NHS mail or Emis. Ensure all staff use the logging system and sharing process. * Ensure preparation & participation in own appraisal process. CONFIDENTIALITY In the course of your employment you will have access to confidential information relating to Hurley Group business. You are required to exercise due consideration in the way you use such information and should not act in any way which might be prejudicial to the Hurley Group interests. Information for extra consideration includes access to the general business of the practice and any information regarding individuals. Information relating to patients, carers, colleagues, other healthcare workers, or the business of Hurley Group may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data, If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your line manager before communicating any information to any third party DATA PROTECTION Hurley Group is registered under the Data Protection Act (DPA) 1984. You must not at any time use the personal data held by Hurley Group for any purpose not described in the registry entry or disclose to a third party It is essential that a strict code of confidentiality is adhered to all times All dealing within Hurley Group remain strictly confidential and the post holder would be expected to maintain confidentiality at all times during employment and also after employment has ended with the Hurley Group If you are in any doubt regarding what you should or should not do in connection with the DPA then you must contact your line manager HEALTH AND SAFETY Employees must be aware of the responsibility placed upon them under the Health and Safety at Work act 1974 to maintain a healthy and safe environment for both staff and visitors The post-holder will assist in promoting and maintaining their own and others health and safety and security as defined in the Health and Safety Policy (Staff Handbook) Using personal security systems within the workplace according to Hurley Group guidelines Identifying risks involved in work activities and ensuring appropriate safeguards are used when the activities are undertaken Making effective use of training to update knowledge and skills Using appropriate infection control procedures Maintaining work areas in a tidy and safe way free from hazards Reporting any risks that are identified both timely and accurately to your line manager EQUALITY AND DIVERSITY The post-holder will support the equality, diversity, and rights of patients and carers colleagues to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Hurley Group Policies, Procedures and current legislation Respecting the privacy, dignity, needs, and beliefs of patients carers and colleagues Behaving in a manner which is welcoming, non-judgemental and respects their circumstances, feelings, priorities and rights QUALITY The Post-holder will strive to maintain quality within the practice and will: Alert other team members to issues that affect quality and risk Assess own performance and take accountability for their own actions either directly or, under supervision Contribute to the effectiveness of the team by reflecting on their own and team activities, making suggestions on ways to improve and enhance team performance Work effectively with individuals in other agencies to meet patient needs Effectively manage own time, workload and resources COMMUNICATION The post holder should recognise the importance of effective communication within the team and will strive to communicate effectively with: Other team members Patients and carers Recognise: Peoples need for alternative methods of communication and respond accordingly CONTRIBUTION TO THE IMPLMENTATION OF SERVICES The post-holder will Apply Hurley Group , standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect their own work Participate in audit where appropriate FINANCIAL REGULATIONS All Staff are responsible for security of any property belonging to Hurley Group avoiding loss or damage and being economical and efficient in the use of resources Staff should conform to the requirements of the financial procedures which include the Bribery, Fraud and Corruption Policy and other polices as set out in the Staff Handbook SAFEGUARDING OF CHILDREN AND VULNERABLE ADULTS All employees have a responsibility for: Safeguarding children and Safeguarding Adults in the course of their daily duties For ensuring that they are aware of the specific Safeguarding duties related to their role