Job summary
We are looking for a motivated and enthusiastic Administrative Assistant to join Wood Lane Medical Centre on a 6 month fixed term contract, working 20 hours per week (Mon-Fri, 1pm-5pm).
The role provides essential administrative support to our busy GP surgery, including managing incoming emails, liaising with community services, handling Subject Access Requests and medical reports and helping recall patients for annual reviews.
The right candidate will be organised, flexible, confident in communication and keen to learn. Experience with EMIS, Docman or similar is an advantage but full training will be given.
Wood Lane Medical Centre is a friendly, welcoming practice caring for over 11,200 patients. We offer a supportive team environment, full training, a competitive rate of pay and access to the NHS Pension Scheme. Convenient transport links and a positive, collaborative culture make this an excellent opportunity for someone who wants meaningful, varied administrative work within the NHS.
Main duties of the job
Main duties of the role include:
Actioning incoming emails and managing daily administrative communication.Liaising with community services to support patient care and information flow.Processing Subject Access Requests and handling medical reports from third parties.Recalling patients for annual reviews and ensuring follow up actions are completed.Using clinical or document management systems such as EMIS or Docman (training provided).Adhoc administrative support.Adhoc reception support (call answering, signposting etc).
About us
Wood Lane Medical Centre is a well established and busy general practice located in Ruislip. The surgery provides primary care services to a population of over 11,200 registered patients, offering a broad range of general medical services within a welcoming and supportive environment.
The practice is staffed by a dedicated multi disciplinary team, comprising both clinical and administrative professionals who work collaboratively to deliver high quality, patient centred care.
The surgery operates Monday to Friday, from 8.00am to 6.30pm, ensuring accessible healthcare provision throughout the working week.
Conveniently situated close to local shops and strong public transport links, including the London Underground and multiple bus routes, Wood Lane Medical Centre is easily accessible for patients, staff and visitors.
The organisation is committed to fostering a supportive, friendly and efficient working culture, underpinned by high standards of professionalism, patient service and teamwork. Staff members are encouraged to contribute to continuous improvement and to uphold the practices longstanding reputation for excellent primary care.
Job description
Job responsibilities
Job Summary:
To provide administrative support and services to all members of the practice team.
Job responsibilities:
Administrative support
Provide administrative support to members of the primary healthcare team in the following areas ensuring appropriate practice records are kept up to date:
- Message handling and actions
- Management of incoming insurance reports, SARS, iGPR etc
- Monitor and Action SARS/DOCMAN/WLMC email boxes
- Documenting and allocating Private Letter requests
- Review and action incoming BLINX admin requests
- DOCMAN:
- Cover DOCMAN when DOCMAN administrator on leave
- Whole notes filing
- Scan/file Registrations & New Patient Questionnaires
- File Cervical Screening Letters
- Allocating documents when required
- Secretarial Support when required
- Call / recall for QOF and Enhanced Services
- Ensure total familiarity with all appointment systems (surgery & HUB)
- Cover Reception/Overflow telephone calls when required
- Additional adhoc support 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:
Administrative support
Provide administrative support to members of the primary healthcare team in the following areas ensuring appropriate practice records are kept up to date:
- Message handling and actions
- Management of incoming insurance reports, SARS, iGPR etc
- Monitor and Action SARS/DOCMAN/WLMC email boxes
- Documenting and allocating Private Letter requests
- Review and action incoming BLINX admin requests
- DOCMAN:
- Cover DOCMAN when DOCMAN administrator on leave
- Whole notes filing
- Scan/file Registrations & New Patient Questionnaires
- File Cervical Screening Letters
- Allocating documents when required
- Secretarial Support when required
- Call / recall for QOF and Enhanced Services
- Ensure total familiarity with all appointment systems (surgery & HUB)
- Cover Reception/Overflow telephone calls when required
- Additional adhoc support 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
Qualifications
Essential
- GCSEs (or equivalent) in English and Mathematics.
- Strong IT skills, including confident use of Microsoft Office applications such as Outlook, Word, and Excel.
Desirable
- Administrative or customer service related qualifications.
- Training or certification relevant to primary care or NHS administration (e.g., Care Navigation, Medical Terminology).
Skills, Competencies, Personal Qualities
Essential
- Friendly, approachable and patient-focused.
- Reliable, punctual and prepared to support colleagues during busy periods.
- Commitment to ongoing learning and development.
- Ability to deliver high quality administrative support with efficiency and professionalism.
- Strong time management and ability to manage multiple tasks simultaneously.
- Ability to maintain confidentiality, using discretion at all times.
- Ability to learn new systems and processes quickly.
Desirable
- Ability to contribute to continuous improvement, suggesting solutions to enhance workflow or patient experience.
- Understanding of NHS administrative processes, such as recall systems, appointment booking protocols or repeat prescription workflows.
Experience
Essential
- Experience working in an administrative or office based environment.
- Experience handling confidential information appropriately.
Desirable
- Experience working in a primary care, GP surgery or NHS environment.
- Knowledge and experience of:
- EMIS Web clinical system
- DOCMAN document management
- NHS email/Outlook management
- Experience working within Data Protection, GDPR and Confidentiality guidelines.
- Experience dealing with the public or working in a customer facing role.
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Mathematics.
- Strong IT skills, including confident use of Microsoft Office applications such as Outlook, Word, and Excel.
Desirable
- Administrative or customer service related qualifications.
- Training or certification relevant to primary care or NHS administration (e.g., Care Navigation, Medical Terminology).
Skills, Competencies, Personal Qualities
Essential
- Friendly, approachable and patient-focused.
- Reliable, punctual and prepared to support colleagues during busy periods.
- Commitment to ongoing learning and development.
- Ability to deliver high quality administrative support with efficiency and professionalism.
- Strong time management and ability to manage multiple tasks simultaneously.
- Ability to maintain confidentiality, using discretion at all times.
- Ability to learn new systems and processes quickly.
Desirable
- Ability to contribute to continuous improvement, suggesting solutions to enhance workflow or patient experience.
- Understanding of NHS administrative processes, such as recall systems, appointment booking protocols or repeat prescription workflows.
Experience
Essential
- Experience working in an administrative or office based environment.
- Experience handling confidential information appropriately.
Desirable
- Experience working in a primary care, GP surgery or NHS environment.
- Knowledge and experience of:
- EMIS Web clinical system
- DOCMAN document management
- NHS email/Outlook management
- Experience working within Data Protection, GDPR and Confidentiality guidelines.
- Experience dealing with the public or working in a customer facing role.
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.