Collingwood Health Group

Management Administration Assistant

The closing date is 23 July 2025

Job summary

We are seeking a proactive and highly organised Management Admin Assistant to join our friendly and dedicated management team at Collingwood Health Group. This is an excellent opportunity for someone with experience in a general practice setting who is looking to take the next step in their administrative career or someone with extensive personal assistant experience including diary management / scheduling.

As a Management Admin Assistant, you will work closely with the practice management team to ensure the smooth running of administrative processes. Your role will support operational efficiency and contribute to the delivery of high-quality care to our patients.

Main duties of the job

Provide direct administrative support to the Practice Manager and management team
Assist with scheduling, minute-taking, and diary management
Prepare reports, correspondence, and documents as required
Help manage practice systems including HR, clinical rota support, compliance and audits
Maintain confidentiality and handle sensitive information with professionalism
Liaise with clinical and non-clinical staff to support smooth day-to-day operations
You must be able to work across Monday - Friday with availability to commence at 08:15 to ensure attendance at early morning meetings.
We anticipate this role covering a minimum of at least 30 hours.

Interviews are expected to take place on Thursday 31st July 2025

About us

Collingwood Health Group is a progressive, patient-focused GP practice dedicated to delivering high-quality primary care services. We foster a collaborative and supportive team environment and are committed to the ongoing professional development of all staff.

Serving a patient population of approximately 24,500 across four sites, we are a well-established, forward-thinking practice providing care to diverse communities. Our scale and multi-site presence enable us to offer a dynamic and resilient approach to service delivery.

Our organisation is led by a team of 10 dedicated GP Partners and supported by a wide-ranging multidisciplinary team that includes Salaried GPs, Advanced Nurse Practitioners, Practice Nurses, a Community Practitioner, Physician Associate, Nursing Associates, Healthcare Assistants, and a Phlebotomist. We are also fortunate to have an integrated pharmacy team comprising Clinical Pharmacists and Pharmacy Technicians, who contribute significantly to the safe and effective management of prescribing and medication use.

This robust clinical workforce is underpinned by a highly skilled and efficient administrative team that ensures the seamless operation of the practice. Together, our multidisciplinary team is committed to providing outstanding care and continually improving health outcomes for the communities we serve.

Date posted

03 July 2025

Pay scheme

Other

Salary

£14.06 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A3676-25-0007

Job locations

Collingwood Surgery

Hawkeys Lane

North Shields

Tyne And Wear

NE29 0SF

Jubilee Park Surgery,

Cecil Street,

North Shields

Tyne and Wear

NE29 0DZ

New York Surgery

Brookland Terrace

North Shields

Tyne And Wear

NE29 8EA

Shields Health Hub

Hawkeys Lane

North Shields

Tyne And Wear

NE29 0SF

Job description

Job responsibilities

Primary Responsibilities

Provide administrative support to the management team, including scheduling meetings, booking rooms, preparing agendas, confidential minute-taking for all practice meetings (clinical and business), and ensuring timely follow-up of action items.

Support recruitment and HR processes, including maintaining up-to-date personnel files, onboarding documentation, training records, IT access (Windows, email, shared folders), and Smartcard access for new starters and leavers.

Support the planning and coordination of mandatory role-specific training, including reminders and tracking completion.

Manage internal communication platforms (eg staff noticeboards, newsletters, GP Teamnet topic pages) to ensure staff are kept informed.

Act as a smartcard sponsor for the practice.

Assist in maintaining compliance with CQC, GDPR, DSPT (data security and protection toolkit) and other relevant regulatory frameworks..

Support health and safety processes, including incident reporting, building maintenance, and ensuring compliance with health and safety regulations under management guidance.

Assist in maintaining and updating the business continuity plan to ensure operational resilience.

Develop, distribute, and analyse patient and staff questionnaires (e.g., Friends and Family Test, clinical audits, IG audits).

Communication with patient cohorts via electronic method (e.g., text messages, email campaigns).

Produce practice statistics using data extracted from RAIDR, including weekly discharge reports.

Assist with resolving routine IT issues and liaise with external IT support providers when required.

Support management with audits, including (but not limited to) waste management, cleaning audits, and information governance

Assist in the logging, coordination, and resolution of patient complaints in line with practice policy.

Act as a liaison point between the management team, staff, and external stakeholders.

Contribute to the maintenance and development of the practice website.

Design and produce patient communications including posters, leaflets, and digital materials.

Scan and securely store confidential documents as required.

Assist in the review and update of practice policies and standard operating procedures.

Order stationery, clinical supplies, and other goods as required.

Support the management team with monthly, quarterly, and annual data returns and clinical searches.

Maintain the practices asset register, including IT equipment and mobile devices.

Support the management team with the configuration and any changes of the practice telephone system.

Secondary Responsibilities

First line of contact in the absence of the management team

Assist PCN organisational manager with the board minutes

Assist Reception and Branch Reception Leads as required

Create Accurx templates if required

Support the management team with any social and/or well being events.