Job Description

An excellent opportunity has arisen for Ash Trees Surgery to recruit an administrator to work in our Medical Secretary Team.

We are currently looking for an enthusiastic administrator to join our team who operate across our 6 sites; you will have one site identified as your main site, but you may be asked to work at any of our sites as required.

This is a vital role which requires strong customer service skills, you will provide our patient population with a high quality, professional service and assist the public in accessing other service providers.

As an administrator you will act as the link for effectively communicating between external agencies and health care professionals, patients, their carers and the surgery. To work accurately and methodically, in a timely manner, displaying excellent IT and organisational skills with good spelling and use of grammar is essential to this role.

Working effectively within the team, whilst using your own initiative to support the wider team, demonstrating the ability to remain professional under pressure.

If you share our vision of providing the best possible general practice care to our patient population, of working in a caring team and of seeking innovative solutions to the challenges of the ever-changing NHS, we look forward to hearing from you.

To provide and be responsible for undertaking a wide range of administrative duties Providing efficient administrative support to the practice and our patients To liaise with GPs, consultants, external healthcare professionals/providers, patients, and their families as necessary To undertake administrative tasks associated with the referral of patients in a timely manner Accurately maintain the practice records of referrals, including electronic referrals Liaise with external agencies such as our local hospitals and community services To accurately update and monitor patient records Keeping abreast of any service or pathway changes Accurately recording and conveying messages Providing an administrative function for meetings as required

This is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the postholder.

Confidentiality:

While 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.

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 people's 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.

Health & Safety:

Staff members are expected to assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & Safety Policy, to 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 Reporting potential risks identified

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

Attend all relevant annual updates

Be aware of own professional boundaries and what to do when you have reached them

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 team's 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 people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services

We reserve the right to close this vacancy early if we receive sufficient applications for the role

Job Type: Part-time

Pay: From 12.21 per hour

Expected hours: 25 - 28 per week

Benefits:

Company pension Employee discount Health & wellbeing programme
Education:

GCSE or equivalent (preferred)
Work Location: In person

Application deadline: 22/08/2025