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.
Flexibility is important, as the role may involve supporting different administrative areas depending on the needs of the practice.
Main duties of the job
Provide administrative support across the GP practice, process incoming correspondence and electronic documents, and accurately code, file and update patient records using the practice clinical system.
Manage administrative tasks dealing with sensitive or confidential information, ensuring patient information is recorded accurately, maintain clear and organised records, and follow practice policies and Standard Operating Procedures.
Support wider administrative functions, including appointment or referral administration, document management and assisting other areas of the administration team when required.
Prioritise day‑to‑day tasks, complete work within agreed timescales, work effectively as part of the wider administration team, and maintain confidentiality, accuracy and professionalism at all times.
Detailed responsibilities
- 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.
- Communicate effectively with colleagues and external organisations using written, verbal, e‑mail and telephone communication.
- Attend administration team or departmental meetings as required.
- Contribute positively to team working by sharing information, exchanging views and supporting colleagues.
- 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 own area of responsibility while seeking support when required.
- Work independently on routine tasks while receiving appropriate guidance and support from the wider team.
- Organise and prioritise workload, complete tasks within agreed timescales, and manage competing demands in a busy practice environment.
- Use a computer and scanner for a significant part of the working day; demonstrate accurate keyboard and data entry skills.
- Use practice IT systems to input, update and retrieve information, and use e‑mail, document management systems and other practice software.
- Maintain strict confidentiality at all times, ensuring information is handled in accordance with practice policies, data protection legislation and NHS confidentiality requirements.
- Work as part of the wider administration team and support colleagues across different areas of administration when required.
- Demonstrate flexibility and a positive approach to team working.
Person Specification
- Flexible approach to supporting different areas of administration within the practice.
- Maintain confidentiality and professionalism at all times.
- Work accurately in a busy environment.
- Communicate effectively with patients, colleagues and external organisations.
- Escalate concerns appropriately to the Line Manager or senior colleagues.
- Follow practice policies, procedures and Standard Operating Procedures.
- Good standard of written and verbal communication.
- Strong attention to detail.
- Good organisational skills and ability to prioritise workload.
- Confident using computers, e‑mail and Microsoft Office or similar systems; accurate keyboard and data entry skills.
- Ability to work effectively as part of a team and independently on routine tasks.
- Understanding of confidentiality and the importance of handling sensitive information appropriately.
- Professional, polite and helpful approach when dealing with patients and colleagues.
- Willingness to learn and follow practice procedures.
- Previous experience working in a GP practice, NHS setting or healthcare environment.
- Experience using clinical systems such as EMIS, SystmOne or similar.
- Experience processing clinical correspondence or patient documentation.
- Understanding of medical terminology.
- Previous administrative or customer service experience.
Employment Details
Job Type: Full‑time, Permanent
Location: In‑person
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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