Job summary
Join
Our Team at The Valleys - Practice Administration Assistants Wanted!
Are you an organised, friendly,
and enthusiastic individual with a passion for great customer service? This is
your chance to become a key part of our vibrant, patient-focused team at The
Valleys.
We are currently recruiting Practice
Administration Assistants to support our growing service - with opportunities
available at both our Moss Valley (Eckington) and Gosforth Valley (Dronfield) branches, or working flexibly across both sites. A variety of full-time and part-time
roles are on offer, with both permanent and temporary contracts available to
suit your lifestyle and career goals.
You'll be joining a
supportive, professional team committed to delivering excellent care to our
community. If you're reliable, motivated, and ready to make a real difference,
we would love to hear from you!
Main duties of the job
As a Practice Administration Assistant,
you'll play a vital role at the heart of our busy, welcoming medical centres.
Working closely with our Patient Administration Team Leader and Assistant
Practice Manager, you'll be part of a supportive and dynamic team, helping to
keep our services running smoothly for both patients and staff.
Your day-to-day will include:
- Creating
a welcoming and organised environment for patients, keeping our reception and waiting areas clean, calm, and
professional.
- Managing
and coordinating appointment bookings to ensure smooth patient flow.
- Handling
patient enquiries with warmth, efficiency, and care - both face-to-face and over the phone.
- Supporting
the team with a range of administrative tasks (mostly computer-based), ensuring everything is completed accurately
and on time.
- Communicating
effectively with all members of the primary healthcare team, helping to keep everything connected.
- Providing
holiday and sickness cover for team members - contributing to a flexible and resilient service.
This is a busy, varied and rewarding role where
no two days are the same - ideal for someone who enjoys being organised,
working with people, and making a real difference.
About us
We are a successful Partnership made up of 6 GP
Partners and one Pharmacist Partner, caring for a practice population of
approximately 12,400 patients across two welcoming sites.
Rated Good by the CQC,
we are a patient-focused, high-performing practice, consistently
achieving strong results in QOF.
As a Level 3 Research Practice and
established training practice, we are proud to be at the forefront of
innovative, evidence-based care - including a total GP-led triage model
designed to ensure patients get the right care, first time.
At The Valleys, team wellbeing is at the heart of everything we do.
We foster an open, inclusive, and supportive environment where every team
member is encouraged to thrive. You'll have access to all the tools and
encouragement needed to succeed - plus some great benefits, including:
- 30 days annual leave (plus bank holidays, pro-rata)
- NHS pension scheme
- Two fully funded team social events each year
- A culture that values your input, supports career growth, and
prioritises work-life balance
Come join a team
that is passionate about high-quality care - and just as passionate about
looking after each other.
Job description
Job responsibilities
Job Summary
To work as part of the
Primary Health Care Team under the direction of the Assistant Practice Manager
in providing an administrative support service to the practice population.
The Practice Administration Assistant takes an
active role in providing administrative support services to the patients and
clinical team at the practice, including the following:
The surgery premises are appropriately stewarded and
kept tidy.
- Opening
the premises and checking heating, ventilation, and safety risks.
- Resuming
telephone services/setting answerphones.
- Ventilating
and tidying the waiting room.
- Ensuring
the reception area is always left tidy and ready for use.
- Closing the premises
and checking telephone answerphone on, lights etc. off and the building is
secure.
Administering of the appointments system
- Receiving
and marshalling patients on arrival.
- Making
new and follow-up appointments.
- Receiving
and recording requests for home visits and telephone consultations.
- Collation of
appointment statistics as requested by the practice manager or partners.
Enquiries from patients are efficiently and
courteously handled.
- Provision
of general information to patients.
- Answering
enquiries.
- Registering
new patients.
- Explaining
surgery procedures.
- Receiving and processing requests for repeat (and acute) prescriptions.
- Completion
of relevant forms.
- Receiving &
processing patients payments.
The secretarial duties of the Practice, both paper
and computer-based, are undertaken efficiently and promptly.
- Accessing
and filing of patients paper records as requested by any clinician or the Practice
Manager.
- Updating
the computerised patient records as required.
- Return
of requested records (with computer print-out) to the Registrations Department.
- Typing
of letters and other documents as requested by any clinician or the practice
manager.
- Processing
referrals.
- The
provision of regular data to Primary Care organisations as requested.
- Administration
of patient recall systems.
- Issue
of invitations for health promotion activities.
- Administration
of office supplies stock.
- Photocopying.
- Filing.
- Help
with newsletter/poster campaigns.
- Computer entry of
summarised notes.
Effective communication with all Primary Healthcare
Team members
- Receiving,
recording, and passing of messages for other Primary Health Care Team members.
- The
completion of all tasks allocated to you personally or to your team.
- Tasks that are not
completed should be delegated to a colleague at the change of shifts; that they
are provided with information about any unresolved or urgent matters.
Holiday and sickness cover for absent colleagues
- Planned
cover for absent colleagues as per the contract schedule.
- Ad-hoc cover for
unforeseen circumstances.
Miscellaneous
- Making
tea and coffee.
- Other duties, which
may be required, and which are consistent with the responsibilities of the post
as it now stands, and as it develops over time.
Job description
Job responsibilities
Job Summary
To work as part of the
Primary Health Care Team under the direction of the Assistant Practice Manager
in providing an administrative support service to the practice population.
The Practice Administration Assistant takes an
active role in providing administrative support services to the patients and
clinical team at the practice, including the following:
The surgery premises are appropriately stewarded and
kept tidy.
- Opening
the premises and checking heating, ventilation, and safety risks.
- Resuming
telephone services/setting answerphones.
- Ventilating
and tidying the waiting room.
- Ensuring
the reception area is always left tidy and ready for use.
- Closing the premises
and checking telephone answerphone on, lights etc. off and the building is
secure.
Administering of the appointments system
- Receiving
and marshalling patients on arrival.
- Making
new and follow-up appointments.
- Receiving
and recording requests for home visits and telephone consultations.
- Collation of
appointment statistics as requested by the practice manager or partners.
Enquiries from patients are efficiently and
courteously handled.
- Provision
of general information to patients.
- Answering
enquiries.
- Registering
new patients.
- Explaining
surgery procedures.
- Receiving and processing requests for repeat (and acute) prescriptions.
- Completion
of relevant forms.
- Receiving &
processing patients payments.
The secretarial duties of the Practice, both paper
and computer-based, are undertaken efficiently and promptly.
- Accessing
and filing of patients paper records as requested by any clinician or the Practice
Manager.
- Updating
the computerised patient records as required.
- Return
of requested records (with computer print-out) to the Registrations Department.
- Typing
of letters and other documents as requested by any clinician or the practice
manager.
- Processing
referrals.
- The
provision of regular data to Primary Care organisations as requested.
- Administration
of patient recall systems.
- Issue
of invitations for health promotion activities.
- Administration
of office supplies stock.
- Photocopying.
- Filing.
- Help
with newsletter/poster campaigns.
- Computer entry of
summarised notes.
Effective communication with all Primary Healthcare
Team members
- Receiving,
recording, and passing of messages for other Primary Health Care Team members.
- The
completion of all tasks allocated to you personally or to your team.
- Tasks that are not
completed should be delegated to a colleague at the change of shifts; that they
are provided with information about any unresolved or urgent matters.
Holiday and sickness cover for absent colleagues
- Planned
cover for absent colleagues as per the contract schedule.
- Ad-hoc cover for
unforeseen circumstances.
Miscellaneous
- Making
tea and coffee.
- Other duties, which
may be required, and which are consistent with the responsibilities of the post
as it now stands, and as it develops over time.
Person Specification
Skills and Knowledge
Essential
- Good keyboard skills
- Able to communicate effectively (written & verbal) at all levels
- Ability to multitask and prioritise workloads
- Able to remain calm under pressure
- Being assertive whilst appropriately empathetic
- Tact and diplomacy
- Work independently and as part of a team
- Self-confident
- Ability to maintain confidentiality
- Ability to recognise personal limits of competence
Desirable
- Solid computer skills to include Microsoft Office packages
- A basic understanding of General Practice
Qualifications
Essential
- A good standard of education is required, preferably to GCSE or higher level - minimum grade C/level 4 in Maths & English language
Desirable
- Additional administrative qualifications
Experience
Essential
- Experience in a customer-facing environment or care setting
Desirable
- Previous experience of working with SystmOne
- Previous experience of working within the NHS
- Previous experience of working within general practice
Other
Essential
- Ability to maintain a strict code of confidentiality at all times
- Reliable
- Positive attitude
- Resilient
- Interest in the work
- Good sense of humour
- Willing to comply with dress code/uniform requirements
- Commitment to our core values
Desirable
- Car driver with full use of car
- Able to work flexible hours
Person Specification
Skills and Knowledge
Essential
- Good keyboard skills
- Able to communicate effectively (written & verbal) at all levels
- Ability to multitask and prioritise workloads
- Able to remain calm under pressure
- Being assertive whilst appropriately empathetic
- Tact and diplomacy
- Work independently and as part of a team
- Self-confident
- Ability to maintain confidentiality
- Ability to recognise personal limits of competence
Desirable
- Solid computer skills to include Microsoft Office packages
- A basic understanding of General Practice
Qualifications
Essential
- A good standard of education is required, preferably to GCSE or higher level - minimum grade C/level 4 in Maths & English language
Desirable
- Additional administrative qualifications
Experience
Essential
- Experience in a customer-facing environment or care setting
Desirable
- Previous experience of working with SystmOne
- Previous experience of working within the NHS
- Previous experience of working within general practice
Other
Essential
- Ability to maintain a strict code of confidentiality at all times
- Reliable
- Positive attitude
- Resilient
- Interest in the work
- Good sense of humour
- Willing to comply with dress code/uniform requirements
- Commitment to our core values
Desirable
- Car driver with full use of car
- Able to work flexible hours
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.
