Administrative Assistant

Job description

Job responsibilities

Administrative Assistant

Location:The Doctor Hickey Surgery, London

Type:Full-Time

Salary:Competitive salary dependent on experience

Vacancies:2 positions available

Be the link between care and compassion.At The Doctor Hickey Surgery, we deliver healthcare with humanity offering dignity, trust, and tailored support to people experiencing homelessness and complex needs. Our outreach clinics operate in day centres and hostels, meeting patients where they are and building continuity of care.

We are currently recruitingtwo Administrative Assistantsto join our team and support the smooth running of our practice and its mobile clinical services.

What Youll Be Doing

In this varied and rewarding role, you'll help ensure care delivery is efficient, accessible, and patient-centered. Youll support clinical and outreach teams while making behind-the-scenes magic happen.

Your day-to-day will include:

Drafting letters, reports, and referral documents (including urgent 2WW)

Coding and entering clinical information intoSystmOnewith accuracy

Managing subject access requests, lab results, recalls, and stock orders

Scanning and filing electronic patient records, plus regular auditing

Supporting reception: greeting patients, handling calls, processing incoming electronic documents

May also include supporting patients to various appointments, including liaising with outreach teams, arranging transport, or accompanying them when appropriate

Skills & Experience We Value

Were looking for someone who is kind, organised, and ready to roll their sleeves up. The ideal candidate will have:

Experience usingSystmOneand strong IT literacy (Word, Excel, email platforms)

Clear communication skills and confidence handling multiple tasks

High attention to detail with a calm, professional approach

A warm, collaborative spirit and a strong work ethic

Understanding of substance misuse and homelessness, or lived experience, is welcomed

A clean driving licence is desirable, as occasional travel to outreach sites may be required

What We Offer

A meaningful role within a values-driven practice

A supportive, inclusive work culture

Competitive Salary

Flexibility and scope for growth

The chance to work alongside a team whereevery name is a story and every task has purpose

Were committed to creating an environment where everyone feels welcome and respected. If you require any adjustments during the recruitment process, just let us know we're happy to accommodate.

We welcome applicants from all communities, backgrounds, identities, and life paths, including those with lived experience of social exclusion.

How to Apply

If youre ready to make a meaningful impact and join a team where care goes beyond the clinic walls, wed love to hear from you.

Please send your CV and a brief cover letter to:

tanya.obrien@nhs.net

You're welcome to include any information about lived experience, voluntary work, or community involvement that feels relevant.

If you'd like to chat informally before applying or have questions about the role, feel free to get in touch were happy to talk.

Need adjustments during the recruitment process? Just let us know well do everything we can to support you.

Person Specification

Qualifications

Essential

• Kind, patient centred approach with a commitment to dignity and inclusion
• Strong organisational skills and ability to manage multiple tasks
• High attention to detail and accuracy when handling clinical information
• Clear written and verbal communication skills
• Strong IT literacy, including Word, Excel, and email platforms
• Ability to work collaboratively within a small, supportive team
• Ability to stay calm under pressure and adapt to changing needs
• Respect for confidentiality and professional boundaries
• Comfortable working with people facing complex challenges

Desirable

• Experience using SystmOne
• Experience working in a healthcare, outreach, or frontline support setting
• Understanding of homelessness, substance misuse, or trauma informed care
• Lived experience of social exclusion
• Clean driving licence (for occasional outreach travel)
• Experience supporting people with complex needs
• Additional IT skills beyond the essentials (e.g., data entry systems, auditing tools)

Experience

Essential

• Experience working in an administrative role or managing multiple tasks in a busy environment
• Experience communicating with a wide range of people, including those who may be distressed or facing complex challenges
• Experience handling confidential information with professionalism and accuracy
• Experience using IT systems for data entry, record keeping, or workflow managemen

Desirable

• Experience working in primary care, general practice, or another NHS clinical setting
• Experience using SystmOne or similar clinical systems
• Experience working in outreach, homelessness services, or frontline support roles
• Experience supporting people with complex needs, barriers to healthcare, or social exclusion
• Experience working as part of a multidisciplinary team
• Lived experience of homelessness, substance misuse, or other forms of social exclusion

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

The Dr Hickey Surgery

Address

3-7 Arneway Street

Westminster

London

SW1P 2BG

Employer's website

https://thedoctorhickeysurgery.co.uk (Opens in a new tab)