Prescriptions Administrator

Reports to: Practice Manager

Contracted hours: 20 hours per week

Job Summary

To act as a focal point of communication between the GPs, receptionists, practice manager, patients and local chemist, as well as other members of the primary care team, to ensure patients’ repeat medication is produced within the current protocols of the surgery.

Job responsibilities

  • Process all repeat medication requests sent in by patients in a timely manner
  • Assist the Prescribing Lead and pharmacist
  • Print off repeat medication requests from the surgery website at least twice daily.
  • Process repeat prescriptions received either by email, post box or delivered in person
  • Liaise with patients and chemists regarding queries and requests.
  • Take incoming telephone queries and deal with them promptly and in a professional manner
  • Ensure repeat medication is issued in line with the protocols that are already in place, and ensure that any queries raised are dealt with quickly and correctly.
  • Ensure that patient queries on medication are highlighted to the relevant GP
  • Regularly go through prescriptions ‘not picked up’ and ‘unlikely to be picked up’ as a result of the timescale, to remove the details from the patient records and then destroy the prescription
  • Send out invitations for investigations pre review (medication monitoring recalls)
  • Record and disseminate of medical alerts
  • Run reports as and when requested by the clinician or managers
  • Process and collate figures and reports for claimable prescriptions


  • In the course of your work, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
  • In the performance of the duties outlined in this Job Description, 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 a business organisation. All such information from any source is to be regarded as strictly confidential
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice 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

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 & Safety policy, to include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting any potential risks that are identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work


The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
  • Work effectively with individuals in other agencies to meet patients’ needs
  • Effectively manage own time, workload and resources


The post-holder should recognise the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognise people’s needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services

The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate