Job Description

Administrative Assistant for GP Practice

18 hours per week

Monday 8:30am - 1:00pm 2:00pm-6:30pm

Tuesday 1:00pm-5:30pm

Friday 8:30am-1:00pm

The successful candidate will also be expected to provide regular cover on a rota basis for holidays and sickness. This will also involve the occasional Saturday.

The ideal candidate will have good organisational and communication skills, will possess a cheerful personality with a professional and flexible approach.

Full training will be given.

Please include a copy of your CV and a covering letter when applying.

REPORTS TO:

Practice Manager

RESPONSIBLE TO:

Practice Partners

LOCATION:

Springfield Surgery

JOB PURPOSE:

To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other practice staff and to provide administrative support and services to all members of the practice team.

DUTIES & RESPONSIBILITIES:

1 Management of Appointment Systems:

(i)

ensure total familiarity with all appointment systems in effect including regular and incidental variations.

(ii)

book appointments and recalls ensuring sufficient information is recorded to retrieve medical record.

(iii)

monitor effectiveness of the system and report any problems or variations required.

(iv)

ensure that patients without an appointment but who need an 'urgent consultation' are dealt with in a logical and non-disruptive manner.

(v)

provide an efficient and responsive service to all patients when working on reception

2 Management of Medical Records:

(i)

ensure correspondence, reports, results, etc. are scanned into the correct computerised record.

(ii)

ensure records of out of hours contacts are entered onto the patient record.

(iii)

ensure incoming correspondence, reports, results, etc. are stamped and directed to the appropriate doctor in accordance with the practice rota.

(iv)

ensure new patient registration procedures are performed for all newly registered patients.

(v)

ensure copies of notes are made available, upon request, in accordance with the Data Protection Act 1998 and Access to Health Records Act 1991.

3 Operation of Telephone System:

(i)

receive and make calls as required. Divert calls and take messages as appropriate.

(ii)

respond to all telephone queries and requests for assistance from patients and other callers.

(iii)

explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensuring full registration procedures are completed.

(iv)

action requests for home visits, entering details onto the computer and printing off correct details and, where necessary, refer to the duty doctor.

(v)

action requests for ambulance transport and keep a record of all such requests.

4 Other Duties:

(i)

undertake appropriate training to meet the needs of the post and future developments

(ii)

ensure the health and safety of all other users of the practice including patients, relatives or carers, visitors and other members of the primary health care team

(iii)

undertake any other duties which may be required commensurate with the grade of post

This job description is not exhaustive and may be changed, from time to time, in consultation with the post-holder.

Closing date 27th October 2025

Job Type: Part-time

Pay: From 12.25 per hour

Expected hours: 18 per week

Work Location: In person