Job summary
We are looking for an enthusiastic and motivated Administrative Assistant to join our busy, friendly and caring GP practice. This is an excellent opportunity for someone eager to develop their skills in a supportive primary care environment. As the first point of contact for many of our patients and a key member of our administrative team, you will play an important role in helping us deliver high-quality, compassionate care.
We are seeking someone who is proactive, organised, and committed to providing excellent service. If youre keen to learn, enjoy working with people, and want to be part of a practice that values teamwork, kindness, and professionalism, we would love to hear from you.
Main duties of the job
Front Desk Support: Provide a welcoming and efficient reception service, greeting patients, answering queries, and directing them appropriately.
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Appointment Management: Book, amend, and cancel appointments using the clinical system, ensuring smooth patient flow throughout the day.
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Patient Communication: Handle incoming calls, emails, and requests promptly and professionally, providing accurate information and support.
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Administration & Records: Maintain and update patient records, process registrations, scan and file documents, and ensure confidentiality at all times.
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Prescription Support: Assist with repeat prescription requests, ensuring they are processed accurately and in line with practice protocols.
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Workflow Management: Manage daily administrative tasks including incoming post, tasks, and document routing to the clinical team.
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Collaboration: Work closely with clinicians, nurses, and other admin staff to support the smooth running of the practice and deliver high-quality patient care.
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General Office Duties: Carry out routine tasks such as emailing, data entry, and maintaining an organised workspace.
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Service Quality: Uphold the practices values of care, compassion, and professionalism while providing excellent customer service.
About us
York Road Group Practice is a busy, town-centre surgery providing high-quality, patient-centred care to our local community. We are proud to offer a welcoming and supportive environment, underpinned by a strong, multidisciplinary team that brings together a wide range of clinical and administrative expertise.
Our clinical team includes five GP Partners, four Salaried GPs, and one Advanced Nurse Practitioner, supported by an Occupational Therapist, Clinical Pharmacist, a Pharmacy Technician, and dedicated Care Coordinators. We also have a highly skilled Nursing Team that plays a vital role in delivering routine and complex patient care.
Behind the scenes, our multiskilled Administrative Team ensures the smooth running of the practice. This includes our Medical Secretary, Admin Coordinator, Team Leader, and Practice Manager, all working collaboratively to provide an efficient and responsive service for both patients and staff.
As a forward-thinking and dynamic practice, we strive to maintain excellent standards of care while continually adapting to the changing needs of our community.
Job description
Job responsibilities
Job Summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Administration
- Have a thorough knowledge of all practice procedures
- To work in accordance with written protocols
- Ensure the office is kept re-stocked with the appropriate forms and equipment, to allow the smooth running of reception.
- Periodically check emails/tasks and action them accordingly as per rota
Reception
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
- Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
- Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork.
- Handing completed repeat prescriptions to patient and checking names and addresses as per protocol.
- Be able to cover all reception positions as necessary
Appointments
- Deal with all general enquiries, explain procedures and make new and follow-up appointments by telephone or in person.
- Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Enter requests for home visits into the appointment system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
Full Job Description Available on Request.
Job description
Job responsibilities
Job Summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Administration
- Have a thorough knowledge of all practice procedures
- To work in accordance with written protocols
- Ensure the office is kept re-stocked with the appropriate forms and equipment, to allow the smooth running of reception.
- Periodically check emails/tasks and action them accordingly as per rota
Reception
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
- Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same.
- Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork.
- Handing completed repeat prescriptions to patient and checking names and addresses as per protocol.
- Be able to cover all reception positions as necessary
Appointments
- Deal with all general enquiries, explain procedures and make new and follow-up appointments by telephone or in person.
- Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Enter requests for home visits into the appointment system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
Full Job Description Available on Request.
Person Specification
Personal Qualities
Essential
- Friendly, approachable, and patient-focused.
- Reliable, hardworking, and motivated to learn new skills.
- Flexible and adaptable to the needs of a busy practice.
- Positive attitude with a professional and courteous manner.
- Ability to remain calm under pressure.
- Willingness to undertake training and continuous professional development.
- Commitment to equality, diversity, and inclusion.
Qualifications
Essential
- Good general level of education (GCSEs or equivalent, including English and Maths)- grade A-C/9-4
- Competent in the use of IT systems (e.g., MS Office, email, electronic record systems).
Desirable
- NVQ Level 2/3 in Business Administration or equivalent.
- Training or experience using GP clinical systems (e.g., EMIS).
- Customer service or reception training.
Experience
Essential
- Experience working in a customer-facing or administrative role.
- Handling telephone and face-to-face enquiries in a professional manner.
- Working effectively as part of a team
Desirable
- Previous experience in a GP practice, NHS setting, or healthcare environment.
- Experience managing confidential or sensitive information.
- Experience with appointment systems, data entry, or workflow management.
Knowledge & Skills
Essential
- Strong communication skills, both written and verbal.
- Ability to prioritise workload, manage time effectively, and handle busy periods.
- Good attention to detail and accuracy in administrative tasks.
- Ability to use computers confidently and learn new systems.
- Understanding of the importance of confidentiality and data protection.
Desirable
- Knowledge of safeguarding processes.
- Awareness of primary care services and how GP practices operate.
Person Specification
Personal Qualities
Essential
- Friendly, approachable, and patient-focused.
- Reliable, hardworking, and motivated to learn new skills.
- Flexible and adaptable to the needs of a busy practice.
- Positive attitude with a professional and courteous manner.
- Ability to remain calm under pressure.
- Willingness to undertake training and continuous professional development.
- Commitment to equality, diversity, and inclusion.
Qualifications
Essential
- Good general level of education (GCSEs or equivalent, including English and Maths)- grade A-C/9-4
- Competent in the use of IT systems (e.g., MS Office, email, electronic record systems).
Desirable
- NVQ Level 2/3 in Business Administration or equivalent.
- Training or experience using GP clinical systems (e.g., EMIS).
- Customer service or reception training.
Experience
Essential
- Experience working in a customer-facing or administrative role.
- Handling telephone and face-to-face enquiries in a professional manner.
- Working effectively as part of a team
Desirable
- Previous experience in a GP practice, NHS setting, or healthcare environment.
- Experience managing confidential or sensitive information.
- Experience with appointment systems, data entry, or workflow management.
Knowledge & Skills
Essential
- Strong communication skills, both written and verbal.
- Ability to prioritise workload, manage time effectively, and handle busy periods.
- Good attention to detail and accuracy in administrative tasks.
- Ability to use computers confidently and learn new systems.
- Understanding of the importance of confidentiality and data protection.
Desirable
- Knowledge of safeguarding processes.
- Awareness of primary care services and how GP practices operate.
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.
