Practice Support Administrator

We are looking for an organised, motivated, and approachable Practice Support Administrator to join our friendly team at Stanford Medical Centre. This is a key administrative role at the heart of our busy GP surgery, supporting both clinical and non-clinical staff to ensure the smooth and efficient running of our services.

The postholder will provide essential administrative and clerical support across a range of areas, including patient communications, data entry, document management, and general practice coordination. Youll play a vital part in helping us deliver safe, high-quality patient care, working closely with colleagues across the practice in a welcoming and supportive environment.

This varied role covers three main areas: CCHIS (Childhood Health Immunisation Service) administration, ensuring the accurate handling of patient and clinical information, recording childhood vaccinations and submitting reports when required; practice email monitoring, managing and prioritising communications to support smooth workflow; and GP liaison administration, providing administrative support and coordination between the practice, patients and external healthcare providers.

This role will be based at our main site of 175 Preston Road, however will relocate to our new branch surgery, Lewes Road, Brighton in 2026.

Main duties of the job

Key Responsibilities:

- Provide administrative support to the clinical and management teams, including handling correspondence, scanning, and updating patient records.
- Manage incoming and outgoing communications by telephone, email, and face-to-face, ensuring patients and staff receive a professional and helpful service.
- Support data entry and information governance processes, maintaining accurate and confidential records.
- Assist with appointment management, referrals, and clinical document processing using relevant IT systems (e.g. EMIS, Docman, NHSmail).
- Contribute to quality improvement and administrative efficiency across the practice, suggesting ideas for better ways of working.
- Provide cover for the Workflow team and other administrative areas when needed, supporting the wider team.

About us

Stanford Medical Centre is a large, well-established GP practice based in Brighton, serving a diverse patient population of around 19,000 across three sites: the main surgery on Preston Road and branches at Islingword Road and the University of Brighton (Cockcroft). Rated positively by patients and regulated by the CQC, the practice offers a broad range of primary care services including chronic disease management, minor surgery, microsuction and university health services. With a dedicated multidisciplinary team of GPs, nurses, and allied health professionals, Stanford Medical Centre combines high-quality, patient-centred care with innovation through digital and extended access services in a supportive, forward-thinking environment.

More information can be found via our website: https://www.stanfordmedicalcentre.co.uk/

Job responsibilities

1. CCHIS Administration

- Maintain and update patient records accurately within the EMIS System.
- Process recalls for childhood vaccinations based on CCHIS and immunisation schedule requirements.
- Ensure data quality and compliance with information governance and confidentiality requirements.
- Assist with audits, reporting, and other tasks as required to support clinical services.
- Provide reports to the CCHIS team as requested.
- Maintain SOPs and protocols, circulating when required.

2. Practice Email Monitoring

- Monitor and manage the practice email inbox, responding to or directing queries promptly.
- Prioritise messages for clinical or administrative attention.
- Liaise with patients, staff, and external agencies as needed to ensure smooth communication.
- Efficient filing of correspondence onto patient records, maintaining an understanding of the processing needs for those requiring workflow.
- Provide administrative support for GPs, including coordinating patient support and administrative tasks as required.
- Act as a point of contact between the practice and external healthcare providers or organisations.
- Assist with scheduling and supporting meetings, communications, and follow-ups.

4. Deputising for Workflow and Baby Registration Administration

- Cover workflow and baby registration administrative duties when team members are absent.
- Ensure timely processing of registrations and other workflow tasks.
- Maintain accuracy and compliance with practice and NHS standards during deputising periods.

General Administrative Duties

- Support reception and general office functions when required.
- Maintain filing, scanning, and archiving systems to ensure efficient operations.
- Contribute to the continuous improvement of administrative processes.
- Uphold patient confidentiality and data protection standards at all times.

Person Specification

Qualifications

- A good standard of education with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English.
- NVQ Level 2 in Health and Social Care

Knowledge

- Excellent communication skills and effective in communicating and understanding patient needs
- Competent in the use of MS Office and Outlook
- Ability to use own initiative, discretion, and sensitivity
- Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Excellent communication skills and effective in communicating and understanding patient needs
- Sensitive and empathetic in distressing situations
- Good organisational skills
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Clear, polite telephone manner
- Flexible and cooperative
- Motivated
- Understanding of safeguarding adults and children
- Demonstrate personal accountability, emotional resilience and work well under pressure
- Knowledge of and ability to work to key policies and procedures
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Clinical IT system user skills and the ability to record accurate notes
- Ability to use clinical system EMIS Web and Docman

Experience

- Experience of working with the general public
- Experience of working in a healthcare setting
- Experience of administrative duties
- Experience of working in a GP practice.

Disclosure and Barring Service Check

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.

Branch Surgery of Stanford Medical Centre

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