Job summary
Application Link -Extended Care Admin Secretary
Direct application URL :https://theridgemedicalpractice.peoplehr.net/Pages/JobBoard/Opening.aspx?v=238701ff-e416-49b6-afae-09ee4d5b92d7
Closing date: Friday, 10th October 2025.
Please ensure you apply through the ATS system not on NHS jobs.
An exciting opportunity has arisen for a self-motivated individual to join our Extended Care Admin team. This role will be primarily based at our Great Horton surgery but will require travel to our other sites.
Main duties of the job
The primary responsibility of this role is to manage patient calls efficiently throughout the day, handling appointment
bookings, cancellations, and rescheduling to ensure smooth and timely service delivery.
About us
We are a caring, committed team aiming to improve the health
of our community by delivering high-quality patient care while maintaining a
fulfilling work environment, dedicated to our Investors in People
accreditation.
At The
Ridge, teamwork is deeply ingrained, ensuring exceptional care for our
patients.
The
practice is committed to sustainability. We participate in the Green Impact
Scheme and actively seek to reduce our carbon footprint.
As a
Disability Confident employer, we are committed to:
- Inclusive, accessible recruitment
- Promoting
vacancies broadly
- Offering
interviews to disabled applicants
- Providing
necessary adjustments
- Supporting employees with disabilities or long-term health conditions
Whats in
it for you?
- Generous
annual leave, increasing with service (recognising NHS continuous service)
- NHS
pension scheme access
- 24/7
employee assistance programme
- NHS staff
discounts
- Cycle to
work scheme
- Onsite
mental health first aider
- Onsite
gym equipment for staff
- Onsite
parking
At The Ridge, we believe in supporting our staff just as much as our patients. We offer opportunities for personal growth, a strong sense of community, and a culture that values each team members contributions. If you're passionate about making a difference, wed love for you to join our team!
Job description
Job responsibilities
Key Responsibilities
Performance Maximisation
- Accurately register patient referrals in a timely manner to support efficient service flow.
- Perform accurate data entry tasks, including entering completed questionnaires into the relevant database.
- Monitor and process documents in the 'work to do' tray, ensuring all items are handled appropriately.
- Create and manage the patient questionnaire rota across all services, ensuring timely distribution and data collection.
- Process and action NHS mail and manage outgoing correspondence from the post tray efficiently.
- Scan and attach clinical and administrative documents to the appropriate patient records.
Communication
- Answer patient calls promptly and professionally, managing appointment bookings, cancellations, and rescheduling.
- Take clear and accurate minutes during internal and external meetings, as required.
- Assist, direct, and support patients in accessing the appropriate services or healthcare professionals, providing a
courteous and informative service.
- Collaborate with colleagues to cover workloads and maintain seamless service during absences, sharing best practices
and providing support where needed.
Leading
- Take ownership of assigned responsibilities and demonstrate initiative in resolving issues.
- Demonstrate effective time management by prioritising tasks, meeting deadlines, and managing workload
independently.
- Consistently adhere to organisational policies, procedures, and professional standards, modelling positive behaviours
and a proactive attitude.
Health and Wellbeing
- Ensure patients receive the correct information and access to services, supporting a positive experience and continuity
of care through effective communication and administrative processes.
- Work independently and collaboratively to support smooth daily operations that contribute to overall patient care and
service quality.
- Maintain a tidy, safe, and organised working environment in line with health and safety regulations.
- Participate in workplace wellbeing initiatives and check-ins, recognising the importance of mental and emotional
health in a busy working environment.
- Raise concerns where appropriate and seek support when facing challenges, encouraging a healthy, open working
atmosphere.
- Uphold safeguarding responsibilities in line with the practice's policies available on PeopleHR.
Values and Culture
- Embody and promote the core values outlined in the Practice Overview and Strategy, including being Friendly, Caring,
Innovative, Open, and Team-focused.
- Role model the behaviours promoted through the Practice Development Framework and contribute to building a
learning, supportive culture.
- Foster a collaborative culture by actively supporting colleagues across departments, breaking down silos, and working
together to achieve shared success.
- Support a culture of learning and knowledge-sharing by contributing to the training and onboarding of new employees,
as well as supporting the ongoing development of existing team members.
Additional Information
This job description is not intended to be exhaustive. The post-holder may be required to undertake other duties from time to
time, as reasonably required by the practice, to meet the evolving needs of the organisation.
Job description
Job responsibilities
Key Responsibilities
Performance Maximisation
- Accurately register patient referrals in a timely manner to support efficient service flow.
- Perform accurate data entry tasks, including entering completed questionnaires into the relevant database.
- Monitor and process documents in the 'work to do' tray, ensuring all items are handled appropriately.
- Create and manage the patient questionnaire rota across all services, ensuring timely distribution and data collection.
- Process and action NHS mail and manage outgoing correspondence from the post tray efficiently.
- Scan and attach clinical and administrative documents to the appropriate patient records.
Communication
- Answer patient calls promptly and professionally, managing appointment bookings, cancellations, and rescheduling.
- Take clear and accurate minutes during internal and external meetings, as required.
- Assist, direct, and support patients in accessing the appropriate services or healthcare professionals, providing a
courteous and informative service.
- Collaborate with colleagues to cover workloads and maintain seamless service during absences, sharing best practices
and providing support where needed.
Leading
- Take ownership of assigned responsibilities and demonstrate initiative in resolving issues.
- Demonstrate effective time management by prioritising tasks, meeting deadlines, and managing workload
independently.
- Consistently adhere to organisational policies, procedures, and professional standards, modelling positive behaviours
and a proactive attitude.
Health and Wellbeing
- Ensure patients receive the correct information and access to services, supporting a positive experience and continuity
of care through effective communication and administrative processes.
- Work independently and collaboratively to support smooth daily operations that contribute to overall patient care and
service quality.
- Maintain a tidy, safe, and organised working environment in line with health and safety regulations.
- Participate in workplace wellbeing initiatives and check-ins, recognising the importance of mental and emotional
health in a busy working environment.
- Raise concerns where appropriate and seek support when facing challenges, encouraging a healthy, open working
atmosphere.
- Uphold safeguarding responsibilities in line with the practice's policies available on PeopleHR.
Values and Culture
- Embody and promote the core values outlined in the Practice Overview and Strategy, including being Friendly, Caring,
Innovative, Open, and Team-focused.
- Role model the behaviours promoted through the Practice Development Framework and contribute to building a
learning, supportive culture.
- Foster a collaborative culture by actively supporting colleagues across departments, breaking down silos, and working
together to achieve shared success.
- Support a culture of learning and knowledge-sharing by contributing to the training and onboarding of new employees,
as well as supporting the ongoing development of existing team members.
Additional Information
This job description is not intended to be exhaustive. The post-holder may be required to undertake other duties from time to
time, as reasonably required by the practice, to meet the evolving needs of the organisation.
Person Specification
Experience
Essential
- Required Skills and Competencies
- Proficient in using SystmOne, Microsoft Excel, and Access for tasks relevant to extended care service administration.
- Strong attention to detail with excellent data entry accuracy.
- Effective communicator with the ability to listen carefully and relay information clearly and accurately.
- Committed to maintaining confidentiality and handling sensitive information appropriately.
- Well-organised with strong self-management skills and the ability to prioritise tasks effectively.
Person Specification
Experience
Essential
- Required Skills and Competencies
- Proficient in using SystmOne, Microsoft Excel, and Access for tasks relevant to extended care service administration.
- Strong attention to detail with excellent data entry accuracy.
- Effective communicator with the ability to listen carefully and relay information clearly and accurately.
- Committed to maintaining confidentiality and handling sensitive information appropriately.
- Well-organised with strong self-management skills and the ability to prioritise tasks effectively.
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.
