Administrative assistantNHS

Job summary

The Administrative Assistant will provide effective administrative support within a busy GP practice, helping to ensure patient information, correspondence and documentation are processed accurately, efficiently and in line with practice policies and procedures.

The role will support a range of administrative functions across the practice, including processing incoming correspondence, coding and filing information onto patient records, handling telephone enquiries, preparing letters and documentation, supporting appointment or referral administration, and assisting other areas of the administration team as required.

The post holder will need to be organised, reliable and able to prioritise their workload in a fast-paced environment. Accuracy, confidentiality and attention to detail are essential, as the role involves handling sensitive patient information and updating clinical records. The successful candidate will communicate professionally with patients, colleagues and external organisations, work well as part of a team, and escalate concerns appropriately to the Line Manager or senior colleagues.

Flexibility is important, as the role may involve supporting different administrative areas depending on the needs of the practice.

Main duties of the job

The main duties of the role include providing administrative support across the GP practice, processing incoming correspondence and electronic documents, and accurately coding, filing and updating patient records using the practice clinical system.

The post holder will manage administrative tasks, including information of a sensitive or confidential nature. They will ensure patient information is recorded accurately, maintain clear and organised records, and follow practice policies and Standard Operating Procedures.

The role may also involve supporting wider administrative functions, including appointment or referral administration, document management and assisting other areas of the administration team when required.

The post holder will be expected to prioritise day-to-day tasks, complete work within agreed timescales, work effectively as part of the wider administration team, escalate concerns appropriately, and maintain confidentiality, accuracy and professionalism at all times.

Job description

Job SummaryThe post holder will provide effective administrative support within a busy GP practice, ensuring that patient information, correspondence and documentation are processed accurately, efficiently and in line with practice policies and procedures.

The role will involve supporting a range of administrative functions across the practice. This may include processing incoming correspondence, coding and filing information onto patient records, handling enquiries, preparing documentation, supporting appointment or referral administration, and assisting other areas of the administration team as required.

The successful candidate will be organised, reliable, able to prioritise their workload and comfortable working in a fast-paced environment where accuracy, confidentiality and attention to detail are essential.

Key Duties and ResponsibilitiesAdministrative Duties Process incoming mail, correspondence and electronic documents in a timely and accurate manner.

File, code and update patient records using the practice clinical system.

Ensure patient information is recorded accurately and in line with agreed practice procedures.

Support the wider administration team with general administrative tasks as required.

Prepare letters, reports and other documentation, including information of a sensitive or confidential nature.

Maintain accurate records and ensure paperwork is filed appropriately within patient records.

Follow practice policies, procedures and Standard Operating Procedures at all times.

Undertake any other reasonable administrative duties in line with the needs of the practice.

Communication Communicate effectively with colleagues and external organisations using written, verbal, email and telephone communication.

Attend administration team or departmental meetings as required.

Contribute positively to team working by sharing information, exchanging views and supporting colleagues.

Analytical and Judgemental Skills Use judgement to manage day-to-day tasks within agreed areas of responsibility.

Recognise when issues need to be escalated to the Line Manager and take appropriate action.

Identify and highlight concerns, errors or delays in a timely manner.

Ensure information is understood, processed and coded appropriately into patient records.

Problem-solve within their own area of responsibility while seeking support when required.

Work independently on routine tasks while receiving appropriate guidance and support from the wider team.

Planning and Organisational Skills Organise and prioritise their workload.

Complete tasks within agreed timescales.

Undertake work that has been prioritised by the Line Manager or senior administrative colleagues.

Manage competing demands in a busy practice environment.

Plan and organise straightforward administrative tasks effectively.

Physical and IT Skills Use a computer and scanner for a significant part of the working day.

Use practice IT systems to input, update and retrieve information.

Demonstrate accurate keyboard and data entry skills.

Maintain accuracy when handling patient information and clinical records.

Use email, document management systems and other practice software as required.

ConfidentialityThe post holder will be required to maintain strict confidentiality at all times. They will have access to sensitive patient and practice information and must ensure that all information is handled in accordance with practice policies, data protection legislation and NHS confidentiality requirements.

Team WorkingThe post holder will work as part of the wider administration team and will be expected to support colleagues across different areas of administration when required. Flexibility and a positive approach to team working are essential.

Employment DetailsJob Type: Part time, Fixed term contract

Location: In person

About us

Hall Green Health is a growing Practice with a current list size of 32,000 patients. The Practice has been established for many years and enjoys a reputation of being friendly and professional. Located on Stratford Rd, the Practice is accessible by bus, train and car. Located roughly five miles from Birmingham City Centre. The Practice enjoys a good level staff retention and has evolved in offering digital access. The Practice also has a good CQC rating.