Job summary
Are you looking for a fulfilling role where you can make a real impact? Taurus Healthcare is seeking motivated individuals to join our team and support the delivery of exceptional patient care. As an Administrative Assistant,you'll play a key role in providing vital administrative support to our Operations team, ensuring that everything runs smoothly and efficiently.
What We Offer:
What Youll Do:
What Were Looking For:
You'll report directly to our Operations Managers, working in a team that values precision and reliability
This is an excellent opportunity to be part of a team that makes a real difference to the quality of patient care. If you're organised, ready to learn, and excited about working in a supportive environment, we want to hear from you!
Main duties of the job
To provide administrative and secretarial support to the operational team,cliniciansand healthcare teams, ensuring the smooth operation of patient care services. This role involves managing correspondence, scheduling appointments,maintainingmedical records, and liaising with patients, staff, and external organisations with professionalism and discretion.
About us
Taurus Healthcare wasestablishedin 2012, as the provider arm of the GP Federation serving 185,000 patients in Herefordshire. Founded and owned by the partners of the entire Herefordshire Primary Care community, Taurus is focused on providing excellent out of hospital services for patients. Our ethos is to provide high quality and cost-effective health outcomes that are delivered as close as possible to thepatientshome, whilst ensuring that patients who dorequirein hospital services are seen as quickly and effectively as possible.
At Taurus Healthcare we strive to create a diverse, inclusive workplace, and welcome applications from candidates from all backgrounds including those from Military Veterans and family members of serving personnel.
Taurus Healthcare offer many employee benefits, such as:
Due to current licence limitations, visa sponsorship is not available for this position. Applicants must already hold the right to work in the UK.
Job description
Job responsibilities
JOB PURPOSE:
To
provide administrative and secretarial support to the operational team, clinicians
and healthcare teams, ensuring the smooth operation of patient care services.
This role involves managing correspondence, scheduling appointments,
maintaining medical records, and liaising with patients, staff, and external
organisations with professionalism and discretion.
Main Responsibilities:
-
To
have general knowledge of all Taurus services, to be able to cover for annual
leave, sickness and unplanned absences with other administrators in the
Operations team.
-
Contribute
to the monitoring and fulfilment of the clinical and non-clinical rotas.
-
Ensure
that required information is accurately entered onto internal systems.
-
Maintain
and update medical records, ensuring accuracy and confidentiality.
-
To
assist with stock control and ordering of non-clinical items for all services
within operational team.( clinical consumables)
-
Review
the action log and address any tasks required, documenting what action has been
taken and when this is complete.
-
Contribute
to meeting the standards required by external and internal audits
-
To
assist with the process of collecting data for contractual key performers
indicators. Collect, collate, process and present operational and clinical information
for audit purposes.
-
To
support the wider team with logging, documenting and investigating service complaints
and incidents received this to include reporting for the monthly performance
report.
-
To ensure that any risks that are identified
are immediately reported to the appropriate manager.
-
Effective use of operational software including
adastra, Emis, When I work, hero healthAccuRx, Microsoft office, Joy survey
monkey and relevant others.
-
To support the process of mandatory training
recording and reporting..
-
Utilise medical records e.g EMIS and Adastra to
support operational administrative tasks, including appointment management,
patient registration.
-
To ensure medical equipment asset register is
up to date including recording calibrations, returns of items in warranty and
decommissioned items.
-
To ensure all appointment books are uploaded
onto EMIS in advance e.g. 6 weeks and are correctly assigned to the right
clinician, location and with the correct slot types.
-
Proactively manage clinicians' appointment
books and clinic templates
-
Book, amend, and cancel patient appointments
using electronic booking systems -e.g., EMIS.
- Coordinate
with clinicians and service managers to ensure clinic schedules are accurate
and up to date.
-
Monitor and manage appointment book capacity to
ensure optimal patient flow.
-
Liaise with patients to confirm appointments,
provide instructions, and manage rescheduling as needed.
-
Anticipate and resolve booking conflicts or appointment
overlaps in collaboration with clinicians and operation service managers
-
Support the coordination of urgent or
short-notice appointments as required.
-
Track referral and action as necessary based on
urgency escalate any risks to service managers.
-
Generate referrals following guidance from
referring clinician
-
Manage the operational phone line, dealing with
enquiries and sign positing and escalating as appropriate. This will include GP
practices, members of the public, patients and other agencies.
-
Act as the first point of contact for queries
from patients, relatives, and external providers.
-
Communicate changes to appointments or
schedules in a timely and sensitive manner.
-
Support the timely management of incoming
referrals and ensure they are actioned appropriately
-
Utilising electronic sources to communicate on
service feedback with patients e.g. survey monkey and gaining consent where
required
-
Utilising software to generate reports on
patient feedback
-
To support operational managers with day to day
operational activity including (but not limited to) daily communications,
organising staff appraisal, one to ones, resource sheets / allocation, meeting
and diary requests, action logs, collating information for agendas for meetings
and any other duties as required
-
Identifying and rectifying rota gaps (including
liaising with clinical and non clinical agencies for cover).
-
Supporting Operational Managers with new
starter induction processes (may include creating accounts on EMIS and
TeamNet).
-
Manage all patient referrals undertaken
-
Provide a calm, empathetic, and professional
response when dealing with distressed, anxious, or upset patients and their
families.
-
Communicate sensitive information clearly and
compassionately, particularly regarding appointment delays, cancellations,
-
Use discretion and emotional intelligence to
de-escalate challenging situations while maintaining service professionalism
and patient dignity.
-
Escalate concerns appropriately to clinical
staff or management where additional support is required.
-
Maintain strict patient confidentiality at all
times, especially in emotionally charged or sensitive discussions.
*A full Job Description & Person Specification is attached to this advert*
Job description
Job responsibilities
JOB PURPOSE:
To
provide administrative and secretarial support to the operational team, clinicians
and healthcare teams, ensuring the smooth operation of patient care services.
This role involves managing correspondence, scheduling appointments,
maintaining medical records, and liaising with patients, staff, and external
organisations with professionalism and discretion.
Main Responsibilities:
-
To
have general knowledge of all Taurus services, to be able to cover for annual
leave, sickness and unplanned absences with other administrators in the
Operations team.
-
Contribute
to the monitoring and fulfilment of the clinical and non-clinical rotas.
-
Ensure
that required information is accurately entered onto internal systems.
-
Maintain
and update medical records, ensuring accuracy and confidentiality.
-
To
assist with stock control and ordering of non-clinical items for all services
within operational team.( clinical consumables)
-
Review
the action log and address any tasks required, documenting what action has been
taken and when this is complete.
-
Contribute
to meeting the standards required by external and internal audits
-
To
assist with the process of collecting data for contractual key performers
indicators. Collect, collate, process and present operational and clinical information
for audit purposes.
-
To
support the wider team with logging, documenting and investigating service complaints
and incidents received this to include reporting for the monthly performance
report.
-
To ensure that any risks that are identified
are immediately reported to the appropriate manager.
-
Effective use of operational software including
adastra, Emis, When I work, hero healthAccuRx, Microsoft office, Joy survey
monkey and relevant others.
-
To support the process of mandatory training
recording and reporting..
-
Utilise medical records e.g EMIS and Adastra to
support operational administrative tasks, including appointment management,
patient registration.
-
To ensure medical equipment asset register is
up to date including recording calibrations, returns of items in warranty and
decommissioned items.
-
To ensure all appointment books are uploaded
onto EMIS in advance e.g. 6 weeks and are correctly assigned to the right
clinician, location and with the correct slot types.
-
Proactively manage clinicians' appointment
books and clinic templates
-
Book, amend, and cancel patient appointments
using electronic booking systems -e.g., EMIS.
- Coordinate
with clinicians and service managers to ensure clinic schedules are accurate
and up to date.
-
Monitor and manage appointment book capacity to
ensure optimal patient flow.
-
Liaise with patients to confirm appointments,
provide instructions, and manage rescheduling as needed.
-
Anticipate and resolve booking conflicts or appointment
overlaps in collaboration with clinicians and operation service managers
-
Support the coordination of urgent or
short-notice appointments as required.
-
Track referral and action as necessary based on
urgency escalate any risks to service managers.
-
Generate referrals following guidance from
referring clinician
-
Manage the operational phone line, dealing with
enquiries and sign positing and escalating as appropriate. This will include GP
practices, members of the public, patients and other agencies.
-
Act as the first point of contact for queries
from patients, relatives, and external providers.
-
Communicate changes to appointments or
schedules in a timely and sensitive manner.
-
Support the timely management of incoming
referrals and ensure they are actioned appropriately
-
Utilising electronic sources to communicate on
service feedback with patients e.g. survey monkey and gaining consent where
required
-
Utilising software to generate reports on
patient feedback
-
To support operational managers with day to day
operational activity including (but not limited to) daily communications,
organising staff appraisal, one to ones, resource sheets / allocation, meeting
and diary requests, action logs, collating information for agendas for meetings
and any other duties as required
-
Identifying and rectifying rota gaps (including
liaising with clinical and non clinical agencies for cover).
-
Supporting Operational Managers with new
starter induction processes (may include creating accounts on EMIS and
TeamNet).
-
Manage all patient referrals undertaken
-
Provide a calm, empathetic, and professional
response when dealing with distressed, anxious, or upset patients and their
families.
-
Communicate sensitive information clearly and
compassionately, particularly regarding appointment delays, cancellations,
-
Use discretion and emotional intelligence to
de-escalate challenging situations while maintaining service professionalism
and patient dignity.
-
Escalate concerns appropriately to clinical
staff or management where additional support is required.
-
Maintain strict patient confidentiality at all
times, especially in emotionally charged or sensitive discussions.
*A full Job Description & Person Specification is attached to this advert*
Person Specification
Experience
Essential
- At least 2 years office-based experience.
- Experience of record and data management and efficient office management procedures.
Desirable
- Experience of working in primary healthcare environment or other NHS site.
- Working in a large multi-disciplinary team.
Personal Qualities and Attributes
Essential
- Good team worker.
- To be able to work on own initiative.
- Empathetic and caring.
Qualifications
Essential
- Education to GCSE or O level standard or equivalent - minimum 3 at Grade C or above, which must include English and mathematics.
- Completion of a medical terminology course
Skills
Essential
- Excellent general IT skills including use of: Microsoft packages - e.g. Word, Excel, Powerpoint, e-mail, the internet.
- Use of scanning, photocopying and shredding equipment.
- Able to communicate effectively with representatives of other healthcare organisations.
- Excellent time management.
- Excellent prioritisation and organisation skills.
- Excellent communication skills: verbal - face to face and by telephone. written ,traditional and electronic.
Desirable
- Advanced knowledge and ability with Excel spreadsheets, including production of charts, graphs and presentation of data.
- Negotiation skills -for when dealing with recruitment agencies.
- Ability to use patient database systems.
Person Specification
Experience
Essential
- At least 2 years office-based experience.
- Experience of record and data management and efficient office management procedures.
Desirable
- Experience of working in primary healthcare environment or other NHS site.
- Working in a large multi-disciplinary team.
Personal Qualities and Attributes
Essential
- Good team worker.
- To be able to work on own initiative.
- Empathetic and caring.
Qualifications
Essential
- Education to GCSE or O level standard or equivalent - minimum 3 at Grade C or above, which must include English and mathematics.
- Completion of a medical terminology course
Skills
Essential
- Excellent general IT skills including use of: Microsoft packages - e.g. Word, Excel, Powerpoint, e-mail, the internet.
- Use of scanning, photocopying and shredding equipment.
- Able to communicate effectively with representatives of other healthcare organisations.
- Excellent time management.
- Excellent prioritisation and organisation skills.
- Excellent communication skills: verbal - face to face and by telephone. written ,traditional and electronic.
Desirable
- Advanced knowledge and ability with Excel spreadsheets, including production of charts, graphs and presentation of data.
- Negotiation skills -for when dealing with recruitment agencies.
- Ability to use patient database systems.
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.
