Job Description

The role of Administrator will support the GP Partners and the practice manager in the effective administration and organisation of the practice.

MAIN RESPONSIBILITIES

o Coordinating the practice diary, ensuring meetings are scheduled appropriately

o Coordinating internal and external meeting arrangements, preparing agendas and producing and distributing minutes for meetings

o Arranging Patient Participation Group meetings

o Provide administrative support for compliance registers

o Supporting the practice in monitoring compliance with health and safety legislation

o Monitoring and disseminating various communications, reports, activities

o Circulation and recording of various safety alerts

o Administration of Subject Access Requests, when required

o Bulk mailing of letters (campaigns)

o Organisation of patient information in the waiting rooms

o Maintain staff/patient notice boards and the practice patient information leaflet

o Administration associated with staff recruitment

o Support the practice manager in the reviewing and updating of practice policies and procedures

o Support the practice manager as required with projects, systems and procedures

o Manage asset registers as directed by the practice manager

o Maintenance of the practice website

o Organisation of practice surveys/questionnaires and collation of results, when required

o Effective monitoring of the Friends and Families Test, when required

o Provide additional cover to the Secretarial team from time to time as required

Safeguarding

Be committed to and responsible for safeguarding and promoting the welfare of adults-at-risk, children and young people and for ensuring that they are protected from harm.

Health and Safety/Risk Management

The post holder must comply at all times with the practice Health and Safety Policies, in particular by following agreed safe working procedures and reporting incidents to the Practice manager

Equality and Diversity

The post holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Training and Personal Development

The post holder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that continuous professional development remains a priority. The post holder will be required to undertake all mandatory training required for the role.

Data Protection

All members of staff are bound by the requirements of the General Data Protection Regulation and the Data Protection Act 2018 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

Confidentiality

The post holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. All information concerning patients, staff and the practice must be treated as strictly confidential at all times.

Qualifications

Essential

Good standard of education with excellent literacy and numeracy skills

Secretarial/typing qualification incl. audiotyping

Experience

Essential

Experience of producing agendas and minutes for meetings

Experience of working with the general public

Desirable

Experience of working in a health care setting

NHS / Primary Care General Practice experience

Relevant health and safety experience

Skills

Essential

Excellent communication skills (written and oral)

Exceptional organisational skills

Exceptional IT skills

Ability to prioritise and work to tight deadlines in a fast-paced environment

Effective time management

Proven problem solving & analytical skills

Desirable

Ability to develop, implement and embed policy and procedure

EMIS user skills

Personal Qualities

Essential

Polite and confident

Flexible and cooperative

Excellent interpersonal skills

Motivated and proactive

Ability to use initiative and judgement

Forward thinker with a solutions focused approach

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Confident, assertive and resilient

Other requirements

Essential

Maintains confidentiality at all times

Job Types: Part-time, Permanent

Pay: From 13.00 per hour

Expected hours: No less than 20 per week

Experience:

Administration/secretarial: 2 years (required)
Work Location: In person

Application deadline: 22/05/2025