Recall and Research Administrator
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Elmswood Surgery Recall and Research Administrator
The closing date is 03 November 2026
Job summary
To support the effective management of patient recalls, clinical searches and administrative processes within the practice. The post holder will help ensure patients are identified, invited and followed up in line with practice protocols, NHS guidance and relevant screening programmes.
Main duties of the job
Key Responsibilities and Duties
Chronic Disease and Additional Searches
Undertake chronic disease and additional patient searches in accordance with the practice searches Excel spreadsheet. Identify and invite patients due or overdue for reviews and investigations.
Maintain accurate records of completed searches and follow-up actions. Ensure appropriate recalls are generated and monitored.
- Maintain patient confidentiality and comply with GDPR and information governance requirements.
- Follow practice policies, procedures and agreed protocols.
- Maintain accurate and up-to-date patient records.
- Work effectively as part of the wider practice team.
- Communicate professionally with patients, colleagues and external healthcare providers.
- Attend relevant training and keep up to date with changes to screening and recall procedures.
- Undertake any other reasonable administrative duties relevant to the role.
About us
We are friendly, welcoming and supportive GP practice based in Sherwood, providing primary care services to a registered patient population of approximately 8,800 patients.
We pride ourselves on delivering high quality care and patient centred care.
Details
Date posted
02 November 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A3223-26-0002
Job locations
Elmswood Gardens
Sherwood
Nottingham
NG5 4AD
United Kingdom
Job description
Job responsibilities
1. Chronic Disease and Additional Searches
- Undertake chronic disease and additional patient searches in accordance with the practice searches Excel spreadsheet.
- Identify patients due or overdue for reviews and investigations.
- Maintain accurate records of completed searches and follow-up actions.
- Ensure appropriate recalls are generated and monitored.
2. Learning Disability Register and Recall
- Maintain and update the practice Learning Disability Register.
- Identify eligible patients due for their annual health checks.
- Send invitations and manage recalls in accordance with practice protocols.
- Monitor attendance and follow up patients who have not responded.
3. Creatinine Clearance Calculations
- Carry out creatinine clearance calculations when required, following agreed practice protocols.
- Ensure calculations are accurately recorded and brought to the attention of the relevant clinician where appropriate.
- Escalate any queries or discrepancies for clinical review.
4. EMIS Administrative Duties
- Undertake routine EMIS tasks relating to patient recalls, searches and record management.
- Update patient records accurately and maintain appropriate documentation.
- Run searches and produce patient lists as requested.
- Ensure all administrative work is completed in a timely and organised manner.
5. Cervical Screening CSMS
- Manage cervical screening administration using the Cervical Screening Management System (CSMS).
- Monitor screening reports and identify patients requiring follow-up.
- Maintain accurate records of screening activity.
- Ensure relevant information is recorded on the patients clinical record.
6. Cervical Screening Non-Responders
- Identify patients who have not responded to cervical screening invitations.
- Send reminders and follow up non-responders in accordance with practice protocols.
- Maintain accurate records of contact attempts and outcomes.
- Escalate any concerns or queries to the appropriate team member.
7. Breast Clinic Letters
- Process and review incoming breast clinic correspondence.
- Ensure relevant letters are accurately filed within the patients medical record.
- Identify any outstanding administrative actions and forward to the appropriate clinician where necessary.
8. Cervical Screening and Bowel Screening Results
- Process incoming cervical screening and bowel screening results.
- Ensure results are accurately recorded and filed in the patients medical record.
- Identify results requiring further action and forward to the appropriate clinician.
- Monitor outstanding results and follow-up actions in line with practice protocols.
- 9.)Research Administrator:
- Provide dedicated administrative support to the GP Partners responsible for research within the Practice.
Job responsibilities
1. Chronic Disease and Additional Searches
- Undertake chronic disease and additional patient searches in accordance with the practice searches Excel spreadsheet.
- Identify patients due or overdue for reviews and investigations.
- Maintain accurate records of completed searches and follow-up actions.
- Ensure appropriate recalls are generated and monitored.
2. Learning Disability Register and Recall
- Maintain and update the practice Learning Disability Register.
- Identify eligible patients due for their annual health checks.
- Send invitations and manage recalls in accordance with practice protocols.
- Monitor attendance and follow up patients who have not responded.
3. Creatinine Clearance Calculations
- Carry out creatinine clearance calculations when required, following agreed practice protocols.
- Ensure calculations are accurately recorded and brought to the attention of the relevant clinician where appropriate.
- Escalate any queries or discrepancies for clinical review.
4. EMIS Administrative Duties
- Undertake routine EMIS tasks relating to patient recalls, searches and record management.
- Update patient records accurately and maintain appropriate documentation.
- Run searches and produce patient lists as requested.
- Ensure all administrative work is completed in a timely and organised manner.
5. Cervical Screening CSMS
- Manage cervical screening administration using the Cervical Screening Management System (CSMS).
- Monitor screening reports and identify patients requiring follow-up.
- Maintain accurate records of screening activity.
- Ensure relevant information is recorded on the patients clinical record.
6. Cervical Screening Non-Responders
- Identify patients who have not responded to cervical screening invitations.
- Send reminders and follow up non-responders in accordance with practice protocols.
- Maintain accurate records of contact attempts and outcomes.
- Escalate any concerns or queries to the appropriate team member.
7. Breast Clinic Letters
- Process and review incoming breast clinic correspondence.
- Ensure relevant letters are accurately filed within the patients medical record.
- Identify any outstanding administrative actions and forward to the appropriate clinician where necessary.
8. Cervical Screening and Bowel Screening Results
- Process incoming cervical screening and bowel screening results.
- Ensure results are accurately recorded and filed in the patients medical record.
- Identify results requiring further action and forward to the appropriate clinician.
- Monitor outstanding results and follow-up actions in line with practice protocols.
- 9.)Research Administrator:
- Provide dedicated administrative support to the GP Partners responsible for research within the Practice.
Person Specification
Qualifications
Essential
- Experience of working in a GP practice or healthcare administrative environment.
- Very good organisational and time-management skills.
- High level of accuracy and attention to detail.
- Ability to manage workload and prioritise tasks.
- Good written and verbal communication skills.
- Understanding of patient confidentiality and data protection.
- Ability to work independently and as part of a team.
- Accountability
Desirable
- Knowledge of EMIS Web and general practice systems.
Qualifications
Essential
- Experience of working in a GP practice or healthcare administrative environment.
- Very good organisational and time-management skills.
- High level of accuracy and attention to detail.
- Ability to manage workload and prioritise tasks.
- Good written and verbal communication skills.
- Understanding of patient confidentiality and data protection.
- Ability to work independently and as part of a team.
- Accountability
Desirable
- Knowledge of EMIS Web and general practice systems.
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.
Employer details
Employer name
Elmswood Surgery
Address
Elmswood Gardens
Sherwood
Nottingham
NG5 4AD
United Kingdom
Employer's website
https://www.sherwoodhealthcentre.co.uk/ (Opens in a new tab)
Employer details
Employer name
Elmswood Surgery
Address
Elmswood Gardens
Sherwood
Nottingham
NG5 4AD
United Kingdom
Employer's website
https://www.sherwoodhealthcentre.co.uk/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Practice manager
Justyna Pawlaczyk
01159858822
Details
Date posted
02 November 2026
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A3223-26-0002
Job locations
Elmswood Gardens
Sherwood
Nottingham
NG5 4AD
United Kingdom
Privacy notice
Elmswood Surgery 's privacy notice (opens in a new tab)
Support links
© Crown copyright
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