Administration Assistant

The Scott Practice

The closing date is 12 May 2025

Job summary

We are looking for a Administration Assistant to support and work within our admin team, this is due to the one of our long serving Administration Assistant's relocating. We value all our staff and we offer some Agenda for Change terms and conditions.

We are a large training, hardworking friendly and supportive practice based in the Doncaster with a population of 16700 patients.

The role is varied and requires significant administration experience, excellent prioritisation and time management skills, a positive attitude towards working within the NHS and general practice and a willingness to adapt to changing demands within the NHS. You should enjoy a varied role, have excellent communication and IT skills as well as be able to exercise initiative, be proactive and be able to problem solve.

You should be able to work well under pressure in a fast-paced environment.

Main duties of the job

This post is 37.5 hours per week, the hours will be required to be worked over 5 days Monday to Friday.

Main duties of the job

You will be responsible for the delivery of a high quality and efficient administration service and will provide comprehensive admin/secretrial support to the practice team, including all doctors and health professionals/clinicians. You will be responsible for admin duties such as working through workflow lists and tasks plus letters, reports, and other clinical documents. You will work well under pressure in a fast-paced environment and will be able to exercise initiative, be proactive and be able to problem solve.

You will be expected to work flexibly within this varied role.

About us

We are a 9 partner GMS teaching practice in Doncaster with a practice population of approximately over 16700 patients, our team also includes salaried GPs, GP registrars, nurse practitioners, Physician Associate, practice nurses, Health Care assistants, phlebotomist and a team of reception and admin staff. We have a spacious, modern building.

Both formal and informal communication is an important part of the way our practice runs.

The practice is a high QOF achiever and has a Outstanding CQC rating.

Date posted

17 April 2025

Pay scheme

Other

Salary

£12.21 to £12.61 an hour dependent on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A1663-25-0002

Job locations

Greenfield Lane

Balby

Doncaster

South Yorkshire

DN4 0TG

Job description

Job responsibilities

Provide an excellent and efficient administration service for our patients and for the practices growing clinical team and health professionals as required. This includes the typing of letters, reports, patient referrals, and other clinical documents in an accurate and quality manner.

To assist the admin team with all clerical and administrative duties including monitoring and invitations for QOF.

Action tasks and workflow lists in a timely and efficient manner.

Review and prioritise workload in order to ensure all work is completed in a timely manner.

Support and implement processes in relation to improvement of efficiencies.

To make appointments and bookings, as and when required.

Contact and liaise with hospitals and other outside agencies as requested in relation to patient care and appointments.

To support the management team in arranging meetings (to include the booking of rooms) as required and to attend meetings and take minutes.

Support patients through their practice journey.

To help with practice promotional material and displays for patient education and new services etc.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist the completion of medical/insurance records.

To action SARS requests for patient records for legal and other purposes

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system and referral pathways in an accurate and secure manner.

To assist with the gathering of statistics and information when required and be involved in quality audits.

To provide cover for members of the reception team during periods of sickness and annual leave.

To process all incoming and outgoing electronic mail and maintain a pending system.

Responsible for developing and maintaining own processes to ensure patient care is paramount and highlighting any issues to the appropriate member of staff.

Sort, scan and attach incoming post and then distribute to the appropriate person/s

Culling and sorting patient records and letters in preparation for summarising.

Summarising new patient records

Reviewing medical records and producing an accurate summary of the patients medical history from both GP2GP and non GP2GP registrations.

SNOMED code information into the practice clinical system

Auditing data collection standards in the practice

Monitoring patient call and recall systems.

Filing and retrieving paperwork

Clinician appointment planning and implementation