Job summary
Administrative support
We are seeking to recruit an Administrative Assistant to join our supportive and dynamic admin team. The role will be part-time, requiring a commitment of 30hrs per week across 5 days with set timings per day (between 8am - 6.30pm).
The successful candidate/s will provide administrative support to members of the
primary health care team in the following areas ensuring appropriate practice
records are kept up to date:
Management of incoming insurance reports, SARS, iGPR etc
BLINX Online Consultations
DOCMAN
Cover DOCMAN management when
DOCMAN administrator on leave
Notes filing
File Registrations
& New Patient Questionnaires
File Cervical
Screening Letters
Allocating documents
when required (Pharmacist)
Secretarial/Administrative support
Sending out / booking of eligible patients into NHS Health Checks
Monitor and Action SARS/DOCMAN/WLMC email boxes
Documenting and allocating Private Letter requests
Cover Reception/Overflow telephone calls when required
Main duties of the job
Administrative Support
The role involves providing comprehensive administrative support to the primary healthcare team, ensuring all practice records are maintained accurately and efficiently. Key responsibilities include:
- Managing incoming documents such as insurance reports, Subject Access Requests (SARS), iGPRs, and other correspondence.
- Handling BLINX Online Consultations promptly and effectively.
- Utilising DOCMAN for document management, including providing coverage during periods of leave for the DOCMAN administrator.
- Conducting whole notes filing to ensure patient records are complete and organised.
- Filing new patient registrations, questionnaires, and cervical screening letters with accuracy and timeliness.
- Allocating and documenting relevant files and information to appropriate team members, such as the pharmacist.
- Coordinating and booking eligible patients for NHS Health Checks, ensuring all appointments are scheduled efficiently.
- Monitoring and taking action on incoming emails and tasks from SARS, DOCMAN, and WLMC email inboxes.
- Processing and allocating requests for private letters and related documentation.
Additional Responsibilities
- Providing reception and telephone coverage during busy periods or when required to manage overflow.
- Offering additional administrative support to the team as needed to ensure the smooth running of the practice.
About us
Wood Lane Medical Centre is a bustling and welcoming GP surgery located in the heart of Ruislip. Ideally situated near local shops and excellent transport links, including the Underground and London bus routes, we are conveniently accessible for both staff and patients.
With over 11,300 registered patients, we are committed to delivering high-quality, patient-centered healthcare. Our dedicated team of doctors, nurses, and administrative staff work collaboratively to provide professional, compassionate, and efficient services to the local community.
At Wood Lane Medical Centre, we believe in fostering a supportive and positive work environment. We prioritise professional growth and encourage team members to pursue personal development opportunities, including the cultivation of special interests within their roles. Our close-knit team values collaboration, mutual respect, and a healthy sense of humor, which contributes to a warm and enjoyable workplace culture.
We are open Monday to Friday, from 8:00 am to 6:30 pm, ensuring accessible healthcare for our patients throughout the week. We offer a wide range of services tailored to meet the diverse healthcare needs of our community, underpinned by a commitment to excellence and innovation in general practice.
If you're looking to join a forward-thinking and friendly team, Wood Lane Medical Centre provides a rewarding environment where you can make a meaningful impact on patient care.
Job description
Job responsibilities
Job Summary:
To provide administrative support and services to all members of the practice team.
Job responsibilities:
Management of medical records
- Ensure that records are accurately assembled in advance of each consulting session
- Ensure that records are available in the instances of urgent consultation
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
Management of appointment system
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
- Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
- Monitor effectiveness of the system and report any problems or variations to the Senior Receptionist
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
Management of incoming insurance reports, SARS, iGPR etc
BLINX Online Consultations
DOCMAN
Cover DOCMAN when DOCMAN administrator on leave
Notes filing
File Registrations & New Patient Questionnaires
File Cervical Screening Letters
Allocating documents when required (Pharmacist)
Secretarial and administrative support
Sending out / booking of eligible patients into NHS Health Checks
Monitor and Action SARS/DOCMAN/WLMC email boxes
Documenting and allocating Private Letter requests
Cover Reception/Overflow telephone calls when required
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Job description
Job responsibilities
Job Summary:
To provide administrative support and services to all members of the practice team.
Job responsibilities:
Management of medical records
- Ensure that records are accurately assembled in advance of each consulting session
- Ensure that records are available in the instances of urgent consultation
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
Management of appointment system
- Ensure total familiarity with all appointment systems including regular and incidental variations
- Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
- Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
- Monitor effectiveness of the system and report any problems or variations to the Senior Receptionist
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
Management of incoming insurance reports, SARS, iGPR etc
BLINX Online Consultations
DOCMAN
Cover DOCMAN when DOCMAN administrator on leave
Notes filing
File Registrations & New Patient Questionnaires
File Cervical Screening Letters
Allocating documents when required (Pharmacist)
Secretarial and administrative support
Sending out / booking of eligible patients into NHS Health Checks
Monitor and Action SARS/DOCMAN/WLMC email boxes
Documenting and allocating Private Letter requests
Cover Reception/Overflow telephone calls when required
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Personal skills
Essential
- We are looking for someone who has a positive outlook, a can-do and flexible attitude with good communication skills in both written and spoken English.
- The successful candidate will have the ability and drive to work well as a team in order to achieve outstanding patient care and experience and will also have the ability to work independently, using their initiative and knowledge.
Qualifications
Essential
- GCSE qualifications in English and Maths
- IT skills
- Knowledge of Microsoft applications - Outlook, Excel, Word etc
Desirable
- Administrative experience in primary care / NHS setting.
Experience
Essential
- Working within an administrative environment.
Desirable
- Knowledge and experience of EMIS clinical system
- Knowledge and experience of DOCMAN
- Knowledge and experience of Outlook / email management
- Experience of working in primary care / NHS setting
- Working within Confidentiality and Data Protection regulations.
Person Specification
Personal skills
Essential
- We are looking for someone who has a positive outlook, a can-do and flexible attitude with good communication skills in both written and spoken English.
- The successful candidate will have the ability and drive to work well as a team in order to achieve outstanding patient care and experience and will also have the ability to work independently, using their initiative and knowledge.
Qualifications
Essential
- GCSE qualifications in English and Maths
- IT skills
- Knowledge of Microsoft applications - Outlook, Excel, Word etc
Desirable
- Administrative experience in primary care / NHS setting.
Experience
Essential
- Working within an administrative environment.
Desirable
- Knowledge and experience of EMIS clinical system
- Knowledge and experience of DOCMAN
- Knowledge and experience of Outlook / email management
- Experience of working in primary care / NHS setting
- Working within Confidentiality and Data Protection regulations.
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.