Job summary
Are
you an organised, proactive, and personable individual looking to make a
difference in healthcare administration?
The
Abingdon Surgery
is seeking an Administration Assistant to join our team and support the
delivery of professional, patient-focused services.
About
the Role
The
Administration Assistant will provide crucial support to our multidisciplinary
team, handling a variety of administrative tasks, including:
- Managing incoming and
outgoing correspondence.
- Supporting our clinical
recall process
- Processing patient
registrations, appointments, and clinical records.
- Liaising with internal staff
and external service providers.
- Supporting quality
improvement initiatives and collaborative projects.
This
is a rewarding opportunity to work closely with our Admin Manager and
Operations Managerin ensuring efficient operations and excellent
patient care.
Main duties of the job
Key
Responsibilities
Processing mail, managing
phone calls, and maintaining email accounts.
Assisting with patient
requests, repeat prescriptions, and referrals.
Organising and maintaining
records in line with GDPR regulations.
Supporting team projects and
contributing to practice improvements.
Additional
Duties:
Manage
clinical correspondence and provide comprehensive secretarial support to ensure
smooth administrative workflows.
Coordinate
the administration of medical equipment movements and audits
Undertake
a range of operational financial tasks
Contribute
to shared learning events and support the delivery of public health campaigns
and initiatives.
Carry
out a range of administrative duties as directed by the management team,
supporting day-to-day operational efficiency.
Apply
technical knowledge and adaptability to perform tasks effectively in a dynamic
and evolving healthcare environment.
About us
At The
Abingdon Surgery, we are dedicated to:
Providing personalised,
high-quality healthcare services.
Encouraging staff engagement
and leadership at every level.
Innovating with new technologies
to improve patient care.
Join a
collaborative team that values excellence, openness, and personalised care.
Job description
Job responsibilities
Job Summary: The Administration Assistant is responsible for delivering a wide range of administrative support to the multidisciplinary team.
This role involves tasks such as patient registrations, appointment scheduling, processing documentation, and liaising with both internal staff and external service providers. The post-holder will work closely with the Admin Manager and Business Manager to facilitate smooth service delivery, training, and collaborative network implementation.
Primary Responsibilities:
The core responsibilities include, but are not limited to:
- Processing incoming and outgoing mail.
- Supporting the clinical and administrative teams with scheduling appointments, referrals, and follow-ups.
- Supporting our clinical recall process
- Dealing with external payments and claims such as insurance reports, DWP reports, gun licensing and Army reports.
- Using the IGPR system for reports etc.
- Booking medicals for driving and fostering/adoptions
- Monitoring generic email accounts and taking appropriate actions.
- Filing and storing records appropriately.
- Answering and managing phone calls, transferring calls, or addressing caller inquiries.
- Assisting with patient registration, including updates to clinical records.
- Handling repeat prescription requests via email, paper, or online services.
- Maintaining a clean, organised workspace and supporting team members as needed
- Undertaking a range of other administrative tasks as the job and surgery requirements transform
- Contributing to a variety of one off project activities as determined by the Practice Manager
Additional Duties:
- Supporting the delivery of quality improvement initiatives, such as QOF and other incentive schemes
- Providing cover for absent team members within reception or administrative roles
- Assisting with audits as directed
- Ensuring adherence to agreed policies, pathways, and contracts.
- Taking part in shared learning events and public health campaigns.
- Managing clinical correspondence and extracting key information for patient records.
- Administering the loan and return of medical equipment
- Undertaking secretarial tasks, including referrals and document preparation.
- Completing opening and closing procedures as required.
Notes: This job description may be updated following consultation to reflect the evolving needs of the organisation and the individual. The post-holder should remain flexible and willing to adapt to changes in duties and responsibilities.
Responsibilities
Adherence to policies
Help the practice to ensure that policies and procedures are up to date and consistent with agreed best practice as defined by local and national guidelines.
Information governance
Provide advice and training on the recording and coding of safeguarding relevant information within the electronic patient record.
All staff must complete annual information governance training. If you have and NHS email account this can be completed on-line, otherwise you must attend a classroom session. For further details go to the Information Governance intranet site. (Blue Stream E-learning)
Safeguarding assurance
Support the practice in achieving CQC compliance with respect to the safeguarding of staff and patients.
Training
To train new staff on policies and procedures where required.
Equality and Diversity
To always conduct their responsibilities in line with Equal Opportunities Policy and Procedure
Professional development
The post holder will participate in any training programme implemented by the practice as part of this employment
Risk Management
The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment. Staff will be provided with the necessary education, training, and support to enable them to meet this responsibility.
Staff should be familiar with the:
Core practice policies
Complaints policy
Major incident policy
Fire policy
and should make themselves familiar with the local response plan and their role within that response.
Health and Safety
The post holder is responsible for ensuring that all duties and responsibilities of this post are conducted in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Practice Policies and Procedures. This will be supported by the provision of training and specialist advice where required.
Safeguarding Children and Vulnerable Adults
The practice is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any harm when they are vulnerable. The post holder will always endeavor to uphold the rights of children and young people in accordance with the UN convention Rights of a Child.
What We Value
Were looking for someone who embodies:
- High ethical standards and respect for confidentiality.
- A personalised approach to patient care and diversity.
- An approach to work which is centered around continuous improvement
- Emotional resilience and adaptability under pressure.
Job description
Job responsibilities
Job Summary: The Administration Assistant is responsible for delivering a wide range of administrative support to the multidisciplinary team.
This role involves tasks such as patient registrations, appointment scheduling, processing documentation, and liaising with both internal staff and external service providers. The post-holder will work closely with the Admin Manager and Business Manager to facilitate smooth service delivery, training, and collaborative network implementation.
Primary Responsibilities:
The core responsibilities include, but are not limited to:
- Processing incoming and outgoing mail.
- Supporting the clinical and administrative teams with scheduling appointments, referrals, and follow-ups.
- Supporting our clinical recall process
- Dealing with external payments and claims such as insurance reports, DWP reports, gun licensing and Army reports.
- Using the IGPR system for reports etc.
- Booking medicals for driving and fostering/adoptions
- Monitoring generic email accounts and taking appropriate actions.
- Filing and storing records appropriately.
- Answering and managing phone calls, transferring calls, or addressing caller inquiries.
- Assisting with patient registration, including updates to clinical records.
- Handling repeat prescription requests via email, paper, or online services.
- Maintaining a clean, organised workspace and supporting team members as needed
- Undertaking a range of other administrative tasks as the job and surgery requirements transform
- Contributing to a variety of one off project activities as determined by the Practice Manager
Additional Duties:
- Supporting the delivery of quality improvement initiatives, such as QOF and other incentive schemes
- Providing cover for absent team members within reception or administrative roles
- Assisting with audits as directed
- Ensuring adherence to agreed policies, pathways, and contracts.
- Taking part in shared learning events and public health campaigns.
- Managing clinical correspondence and extracting key information for patient records.
- Administering the loan and return of medical equipment
- Undertaking secretarial tasks, including referrals and document preparation.
- Completing opening and closing procedures as required.
Notes: This job description may be updated following consultation to reflect the evolving needs of the organisation and the individual. The post-holder should remain flexible and willing to adapt to changes in duties and responsibilities.
Responsibilities
Adherence to policies
Help the practice to ensure that policies and procedures are up to date and consistent with agreed best practice as defined by local and national guidelines.
Information governance
Provide advice and training on the recording and coding of safeguarding relevant information within the electronic patient record.
All staff must complete annual information governance training. If you have and NHS email account this can be completed on-line, otherwise you must attend a classroom session. For further details go to the Information Governance intranet site. (Blue Stream E-learning)
Safeguarding assurance
Support the practice in achieving CQC compliance with respect to the safeguarding of staff and patients.
Training
To train new staff on policies and procedures where required.
Equality and Diversity
To always conduct their responsibilities in line with Equal Opportunities Policy and Procedure
Professional development
The post holder will participate in any training programme implemented by the practice as part of this employment
Risk Management
The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment. Staff will be provided with the necessary education, training, and support to enable them to meet this responsibility.
Staff should be familiar with the:
Core practice policies
Complaints policy
Major incident policy
Fire policy
and should make themselves familiar with the local response plan and their role within that response.
Health and Safety
The post holder is responsible for ensuring that all duties and responsibilities of this post are conducted in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Practice Policies and Procedures. This will be supported by the provision of training and specialist advice where required.
Safeguarding Children and Vulnerable Adults
The practice is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any harm when they are vulnerable. The post holder will always endeavor to uphold the rights of children and young people in accordance with the UN convention Rights of a Child.
What We Value
Were looking for someone who embodies:
- High ethical standards and respect for confidentiality.
- A personalised approach to patient care and diversity.
- An approach to work which is centered around continuous improvement
- Emotional resilience and adaptability under pressure.
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policies and procedures
Desirable
Personal qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Qualifications
Essential
- GCSE Mathematics & English (C or above) or equivalent
- NVQ Level 2 in Health and Social Care or equivalent
Desirable
Other requirements
Essential
- Willingness to work flexible hours when required to meet work demands
- Disclosure Barring Service (DBS) check
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policies and procedures
Desirable
Personal qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Qualifications
Essential
- GCSE Mathematics & English (C or above) or equivalent
- NVQ Level 2 in Health and Social Care or equivalent
Desirable
Other requirements
Essential
- Willingness to work flexible hours when required to meet work demands
- Disclosure Barring Service (DBS) check
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
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.
