Job summary
Join our Clinical Admin Team as an Admin Assistant and play a vital role at the heart of patient care. This is a dynamic, developmental position where no two days are the sameyoull be the first point of contact for patients, helping them access the services they need while supporting clinicians behind the scenes.
From managing appointments and handling patient queries to processing clinical data and supporting referrals, youll gain hands-on experience across all areas of healthcare administration. Youll develop valuable skills in communication, organisation, and clinical systems, with opportunities to grow and progress within the team.
Were looking for someone who is approachable, adaptable, and motivated to learnsomeone who thrives in a fast-paced environment and is passionate about making a difference to patient experience. If you enjoy working with people, take pride in accuracy and confidentiality, and want to build a meaningful career in healthcare, wed love to hear from you.
Main duties of the job
Youll support the smooth day-to-day running of a busy clinical environment by handling a wide range of administrative tasks. This includes being a first point of contact for patients, managing enquiries in person and over the phone, and helping people access the right services.
Youll be responsible for processing and updating patient information, coordinating appointments, and ensuring accurate records are maintained. The role also involves supporting clinicians with administrative tasks, managing incoming and outgoing communications, and helping to keep systems and workflows organised and up to date.
Working as part of a team, youll help ensure information flows efficiently, deadlines are met, and patients receive a high standard of service. This is a varied role that requires strong organisation, attention to detail, and the ability to prioritise tasks in a fast-paced environment.
The role is on a part time basis for a fixed term period of 6 months. The successful candidate will be required to work Monday, Tuesday and Thursday. 7.5 hours per day, with shifts rostered between the hours of 8am and 6.30pm
About us
At The Whalebridge Practice, we are a friendly and
forward-thinking GP practice based in Swindon, committed to delivering
high-quality, patient-centred care to our local community. As part of a wider
Primary Care Network, we work collaboratively with neighbouring practices and
community services to provide holistic support that meets the diverse needs of
our patients.
Our team is made up of dedicated clinicians, healthcare
professionals, and support staff who value teamwork, respect, and open
communication. We foster a supportive and inclusive working environment where
everyones contribution is recognised, and staff are encouraged to develop and
grow in their roles.
We are passionate about innovation and continuously look for
ways to improve services and patient outcomes. Staff well-being is important to
us, and we promote a positive work-life balance alongside opportunities for
training, development, and peer support.
Working with us means being part of a caring, motivated team
that is committed to making a meaningful difference every day.
Job description
Job responsibilities
MAIN ROLE AND PURPOSE OF THE POST
This role is
within the Clinical Admin Team, who support all aspects of patient care across
the company. The Admin Assistant is a
developmental role. They will be
expected to develop the skills necessary to work in all aspects of the admin
team.
Provide admin support to all clinical
areas of the company.
Be a first point of contact for
patients.
Assist patients to access the services
that they need.
SPECIFIC
RESPONSIBILITIES
The
responsibilities described below are those of the clinical admin team.
Access
Answer the telephone as a priority and
respond to the caller in an appropriate manner.
Man the reception desk. Book appointment, signpost to other services
and support patients care.
Data Flow
Action all incoming data received through electronic
transfer, e-mail and post. Ensure that
it is coded and reviewed by an appropriate clinician.
Action outgoing data through electronic transfer,
e-mail, sms message or post.
Clinical Support
Action tasks from the clinical team.
Administer the recall system for patients with long
term conditions.
Monitor the uptake of all screening programmes and
manage additional recalls as required.
Apply clinical coding to patient records as
appropriate.
Update the Open Exeter system.
Monitor the childhood immunisation status of all
children and liaise with the Child Health Department as necessary.
Maintain waiting lists of patients for specialist
clinics and ensure that they are given appropriate appointments.
Outgoing Information
Ensure that referrals are processed in
accordance with national timelines and liaise with the referral management
centre as necessary.
Audio type patient referrals and submit
them through the E-Referral system.
Deal with any referral queries from
clinicians and patients.
Assist patients where necessary to make outpatient
appointments.
Action requests for medical reports
including liaising with patients to confirm consent is obtained and finance to
confirm payment is received.
Action Subject Access Requests in line
with GDPR legislation.
Patient records
Action applications for registrations ensuring that
patients provide all necessary information and are made aware of consent to
share information and on-line access to records.
Action the transfer of patient records,
electronically and in hardcopy.
Summarise hardcopy records to ensure the electronic
record is complete.
Ensure that SystmOne is reconciled to PCSE through GP
Links.
Return hardcopy records to PCSE for patients who are
no longer registered.
GENERAL RESPONSIBILITIES
Confidentiality
You shall comply with the General Data Protection Regulations when
processing personal data for patients and staff.
You must be aware of the Caldicott Principles as they affect your
work. You can address any questions in
relation to this to your line manager.
Any data breaches should be reported immediately to the Data Protection
Officer.
All enquiries
from the media must be referred to a Director.
Health and Safety
All employees have a
statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as
soon as they are identified.
All
staff must contribute to the management of risk. This requires them to assess the risk in all
situations, take of appropriate actions to mitigate any risks identified and
report all hazards, incidents and near misses.
All building occupied by staff are
non-smoking environments. No-one may
smoke or vape in the building. Staff who
smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this
Job Description represents an outline of the post only and is therefore not a
precise catalogue of duties and responsibilities. It is intended to be flexible and subject to
amendment in the light of changing circumstances and following consultation
with the post holder.
Job description
Job responsibilities
MAIN ROLE AND PURPOSE OF THE POST
This role is
within the Clinical Admin Team, who support all aspects of patient care across
the company. The Admin Assistant is a
developmental role. They will be
expected to develop the skills necessary to work in all aspects of the admin
team.
Provide admin support to all clinical
areas of the company.
Be a first point of contact for
patients.
Assist patients to access the services
that they need.
SPECIFIC
RESPONSIBILITIES
The
responsibilities described below are those of the clinical admin team.
Access
Answer the telephone as a priority and
respond to the caller in an appropriate manner.
Man the reception desk. Book appointment, signpost to other services
and support patients care.
Data Flow
Action all incoming data received through electronic
transfer, e-mail and post. Ensure that
it is coded and reviewed by an appropriate clinician.
Action outgoing data through electronic transfer,
e-mail, sms message or post.
Clinical Support
Action tasks from the clinical team.
Administer the recall system for patients with long
term conditions.
Monitor the uptake of all screening programmes and
manage additional recalls as required.
Apply clinical coding to patient records as
appropriate.
Update the Open Exeter system.
Monitor the childhood immunisation status of all
children and liaise with the Child Health Department as necessary.
Maintain waiting lists of patients for specialist
clinics and ensure that they are given appropriate appointments.
Outgoing Information
Ensure that referrals are processed in
accordance with national timelines and liaise with the referral management
centre as necessary.
Audio type patient referrals and submit
them through the E-Referral system.
Deal with any referral queries from
clinicians and patients.
Assist patients where necessary to make outpatient
appointments.
Action requests for medical reports
including liaising with patients to confirm consent is obtained and finance to
confirm payment is received.
Action Subject Access Requests in line
with GDPR legislation.
Patient records
Action applications for registrations ensuring that
patients provide all necessary information and are made aware of consent to
share information and on-line access to records.
Action the transfer of patient records,
electronically and in hardcopy.
Summarise hardcopy records to ensure the electronic
record is complete.
Ensure that SystmOne is reconciled to PCSE through GP
Links.
Return hardcopy records to PCSE for patients who are
no longer registered.
GENERAL RESPONSIBILITIES
Confidentiality
You shall comply with the General Data Protection Regulations when
processing personal data for patients and staff.
You must be aware of the Caldicott Principles as they affect your
work. You can address any questions in
relation to this to your line manager.
Any data breaches should be reported immediately to the Data Protection
Officer.
All enquiries
from the media must be referred to a Director.
Health and Safety
All employees have a
statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as
soon as they are identified.
All
staff must contribute to the management of risk. This requires them to assess the risk in all
situations, take of appropriate actions to mitigate any risks identified and
report all hazards, incidents and near misses.
All building occupied by staff are
non-smoking environments. No-one may
smoke or vape in the building. Staff who
smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this
Job Description represents an outline of the post only and is therefore not a
precise catalogue of duties and responsibilities. It is intended to be flexible and subject to
amendment in the light of changing circumstances and following consultation
with the post holder.
Person Specification
Qualifications
Essential
- Received a basic education
- English Language GCSE at grade C or above or equivalent
Desirable
- Hold ECDL or other IT qualification.
Experience
Essential
- Excellent keyboard skills
- Experience of working with Microsoft Office
- Understand patient confidentiality
- Experience of managing an e-mail account
- Be confident to speak to people both in person and on the telephone.
- Be non-judgemental
- Flexible and able to adapt to change
- Able to prioritise workload
- Demonstrate a commitment to personal development
- Have worked in a team
- Have experience of face to face or telephone contact with the public
Desirable
- Experience of SystmOne or another clinical system
- Experience of audio typing
- Demonstrate and understanding of data protection
- Understand READ coding
- Have worked in a health setting
- Have a clinical background
Person Specification
Qualifications
Essential
- Received a basic education
- English Language GCSE at grade C or above or equivalent
Desirable
- Hold ECDL or other IT qualification.
Experience
Essential
- Excellent keyboard skills
- Experience of working with Microsoft Office
- Understand patient confidentiality
- Experience of managing an e-mail account
- Be confident to speak to people both in person and on the telephone.
- Be non-judgemental
- Flexible and able to adapt to change
- Able to prioritise workload
- Demonstrate a commitment to personal development
- Have worked in a team
- Have experience of face to face or telephone contact with the public
Desirable
- Experience of SystmOne or another clinical system
- Experience of audio typing
- Demonstrate and understanding of data protection
- Understand READ coding
- Have worked in a health setting
- Have a clinical background
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.