Job summary
Administrative
Officer (30 hours per week Permanent)
Days / times negotiable
West
Road Medical Centre | Newcastle upon Tyne
We are
looking for an organised, proactive Administrative Officer to join our friendly
GP practice supporting 12,300 patients. This is a varied role providing
high-level administrative and PA support to the Practice Manager in a busy,
fast-paced general practice environment.
Closing date is the 16th January 2026, however we may close the advert sooner if we receive strong applications.
Main duties of the job
You will need strong administrative and IT skills, excellent attention to detail, and the ability to work confidently with confidential information. The role will suit someone who is methodical, adaptable, and comfortable working independently while supporting a wider team. Experience in general practice or primary care and knowledge of GP systems such as Systm1 would be an advantage.
In return, we offer a supportive workplace, opportunities for training and development, NHS Pension Scheme membership, and NHS annual leave.
For full details and how to apply, please see the full job description.
About us
West Road Medical Centre is a GP
Practice in Newcastle Upon Tyne. We care
for 12,300 patients and have a mix of clinical and support staff on site. We are looking for a new Administration
Officer to provide accurate, efficient and effective admin support to the
Practice Manager and team. The
postholder will need to be adaptable, have a positive problem-solving attitude
and an eye for detail. General Practice
is a very fast paced environment, and we are looking for someone who can work
autonomously to read and understand contracts and complex instructions and work
with a team to put things into practice. This role will suit someone who can be
methodical and ensure work is completed to a high standard. In return we offer
a friendly, vibrant workplace, supportive employment practices, and
opportunities for training and development. We offer NHS Pension and holiday
entitlements. The postholder will ideally have some experience in HR processes
like recruitment.
Job description
Job responsibilities
Job
responsibilities
-
Provide
confidential high level administrative / PA support to the Practice Manager
-
Support
practice meetings (including HR meetings) by setting up rooms, preparing
agendas, taking minutes and completing action points.
-
Maintain
HR files for the practice manager and administer recruitment processes
-
Organise
essential health and safety work such as PAT Testing
-
Organise
building repairs as required and conduct regular site audits
-
Oversee
contractors visiting site
-
Monitor
safety alerts received at the practice
-
Record
staff holidays, absence and training
-
Record
and administer complaints
-
Organise
staff training sessions, liaise with speakers and book staff onto courses
-
Conduct
ad hoc audits for the practice manager
-
Maintain
the policy and audit calendar
-
Update
the practice website and intranet
-
Write
a regular patient newsletter
-
Conduct
patient surveys
-
Prepare
ad hoc reports as required by the Practice Manager
-
Produce
posters and information campaigns including social media
-
Take
messages for the Practice Manager acting as a point of contact in their absence
-
Keep
practice information leaflets up to date
-
Monitor
and order supplies
-
Answer
telephones
-
Work
in a confidential manner with the practice manager and senior team
-
Keep
HR and other records in a way that complies with GDPR
-
Organise
virtual meetings and training sessions on Microsoft Teams and Zoom
-
IT
set up user log ins, process leavers, and support with purchase and
maintaining working order of IT equipment
-
Organise
the patient participation group
-
Support
the practice manager to maintain and record compliance with health and safety
law and CQC regulations including legionella, fire, security, PAT testing and
others
-
Maintain
COSHH records and waste documentation
-
Any
other appropriate duties as required by the Practice Manager
Job description
Job responsibilities
Job
responsibilities
-
Provide
confidential high level administrative / PA support to the Practice Manager
-
Support
practice meetings (including HR meetings) by setting up rooms, preparing
agendas, taking minutes and completing action points.
-
Maintain
HR files for the practice manager and administer recruitment processes
-
Organise
essential health and safety work such as PAT Testing
-
Organise
building repairs as required and conduct regular site audits
-
Oversee
contractors visiting site
-
Monitor
safety alerts received at the practice
-
Record
staff holidays, absence and training
-
Record
and administer complaints
-
Organise
staff training sessions, liaise with speakers and book staff onto courses
-
Conduct
ad hoc audits for the practice manager
-
Maintain
the policy and audit calendar
-
Update
the practice website and intranet
-
Write
a regular patient newsletter
-
Conduct
patient surveys
-
Prepare
ad hoc reports as required by the Practice Manager
-
Produce
posters and information campaigns including social media
-
Take
messages for the Practice Manager acting as a point of contact in their absence
-
Keep
practice information leaflets up to date
-
Monitor
and order supplies
-
Answer
telephones
-
Work
in a confidential manner with the practice manager and senior team
-
Keep
HR and other records in a way that complies with GDPR
-
Organise
virtual meetings and training sessions on Microsoft Teams and Zoom
-
IT
set up user log ins, process leavers, and support with purchase and
maintaining working order of IT equipment
-
Organise
the patient participation group
-
Support
the practice manager to maintain and record compliance with health and safety
law and CQC regulations including legionella, fire, security, PAT testing and
others
-
Maintain
COSHH records and waste documentation
-
Any
other appropriate duties as required by the Practice Manager
Person Specification
Experience
Essential
- At least two years experience working in an administrative role
- Able to use Word/Excel/Powerpoint to a high level to produce reports including formulas, templates, and presentations
- Able to write clearly and produce high quality documents including protocols, newsletters and minutes
- Experience of arranging meetings and training sessions
- Good working knowledge of Microsoft Outlook including managing calendars, sending appointments
- Experience of providing confidential administrative support to a senior manager and of acting as a point of contact in their absence
Desirable
- Experience of GP clinical databases especially Systm1
- Demonstrable knowledge of confidentiality, safeguarding, and health and safety
- An understanding of general practice and primary care
Person Specification
Experience
Essential
- At least two years experience working in an administrative role
- Able to use Word/Excel/Powerpoint to a high level to produce reports including formulas, templates, and presentations
- Able to write clearly and produce high quality documents including protocols, newsletters and minutes
- Experience of arranging meetings and training sessions
- Good working knowledge of Microsoft Outlook including managing calendars, sending appointments
- Experience of providing confidential administrative support to a senior manager and of acting as a point of contact in their absence
Desirable
- Experience of GP clinical databases especially Systm1
- Demonstrable knowledge of confidentiality, safeguarding, and health and safety
- An understanding of general practice and primary care
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.
