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Newham GP co-operative LTD

Service Administrator

The closing date is 05 September 2025

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Job summary

The post-holder will be responsible for the provision of high-quality administrative support for a busy reception area. With colleagues, they will support the team as they take ownership of the area whilst carrying out administrative task.

Main duties of the job

  1. Coordinate and manage appointments for patients, ensuring efficient use of time and resources.
  2. Maintain accurate and up-to-date patient records, including contact information, medical history, and appointment details.
  3. Serve as a point of contact for patients, healthcare professionals, and other stakeholders, providing excellent customer service and responding to inquiries in a timely manner.
  4. Accurately input and update information in the electronic health records system, ensuring confidentiality and compliance with data protection regulations.
  5. Schedule and coordinate meetings, take minutes, and assist in the preparation of materials as needed.
  6. Provide general administrative support to the Newham GP Co-operative Services, including filing, photocopying, and handling incoming mail, logging faults, incidents & complaints, and updating referral logs.
  7. Checking clinical rooms and replenishing stock, maintaining daily check logs, contingency and checking emergency bag.
  8. Uploading session templates, booking and confirming staff shifts, arranging sessional cover on a needs basis.
  9. Collaborate with other administrative staff, healthcare professionals, and external partners to ensure seamless service delivery.

1

About us

We are Newhams longest-serving Primary Care provider, working closely with the NHS to deliver healthcare services to the local community. Treating our patients as we would want our family members to be treated is at the heart of everything we do; Intelligent Kindness.

Newham GP Co-op serves the Newham population which consists of approximately 450,000 patients. Our teams work tirelessly to ensure that we provide continuously accessible healthcare for the diverse population of Newham - 24 hours a day, 7 days a week, 365 days a year.

At Newham GP Co-op, we are a forward facing, learning organisation, adapting to the needs of our community. We remain committed to being a trusted healthcare provider and a pillar of support for the local community. Our mission is to support Primary Care by providing round the clock, high quality healthcare for our patients. Always inclusive, respectful and innovative in our approach.

Our Values:

Integrity

Teamwork

Excellence

Innovation

Details

Date posted

19 August 2025

Pay scheme

Other

Salary

£13.10 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A4133-25-0004

Job locations

Balaam Park Health Centre

113 Balaam Street

London

E13 8AF


Job description

Job responsibilities

To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolving local issues and using initiative to take follow-up action when appropriate.

Health & Safety: To complete the Health & Safety Log on a monthly basis to report all problems with the infrastructure of the reception area and offices to the facilities department. To work closely with administrators to report and record all maintenance issues in a timely manner, following up outstanding requests as required.

To be a Fire Warden and undertake the necessary training every two years.

Training: To ensure all mandatory training is kept up to date and to participate in any additional training and developmental needs as required by the Business Manager.

Assist with the induction of new staff to the team and to assist with other staffing set ups as necessary.

Reception cover: Able to cover the reception breaks and annual leave.

Data Protection: To be comply with the data protection requests.

To work in a flexible and open manner in line with the needs of the service. To attend regular supervision and annual appraisal meetings.

This list is not exhaustive and your responsibilities can evolve based on organisational business needs.

Job description

Job responsibilities

To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolving local issues and using initiative to take follow-up action when appropriate.

Health & Safety: To complete the Health & Safety Log on a monthly basis to report all problems with the infrastructure of the reception area and offices to the facilities department. To work closely with administrators to report and record all maintenance issues in a timely manner, following up outstanding requests as required.

To be a Fire Warden and undertake the necessary training every two years.

Training: To ensure all mandatory training is kept up to date and to participate in any additional training and developmental needs as required by the Business Manager.

Assist with the induction of new staff to the team and to assist with other staffing set ups as necessary.

Reception cover: Able to cover the reception breaks and annual leave.

Data Protection: To be comply with the data protection requests.

To work in a flexible and open manner in line with the needs of the service. To attend regular supervision and annual appraisal meetings.

This list is not exhaustive and your responsibilities can evolve based on organisational business needs.

Person Specification

Qualifications

Essential

  • Professional qualification, to a minimum of degree level, or equivalent; additional qualifications in office administration or a related field are advantageous

Experience

Essential

  • Proven experience in administrative roles, preferably in a healthcare or medical setting.
  • Familiarity with medical terminology and electronic health records systems is desirable.
  • Experience in Primary Care and Out-of-Hours Systems EMIS & Adastra
  • Proficient use of MS office applications

Skills and Abilities

Essential

  • Excellent organisational and time-management skills.
  • Strong attention to detail and accuracy in data entry.
  • Effective communication skills, both written and verbal.
  • Proficient in the use of Microsoft Office applications.
  • Awareness of Data Protection and Confidentiality and ability to handle confidential information with discretion.
  • Customer-focused with a commitment to providing high-quality service.
Person Specification

Qualifications

Essential

  • Professional qualification, to a minimum of degree level, or equivalent; additional qualifications in office administration or a related field are advantageous

Experience

Essential

  • Proven experience in administrative roles, preferably in a healthcare or medical setting.
  • Familiarity with medical terminology and electronic health records systems is desirable.
  • Experience in Primary Care and Out-of-Hours Systems EMIS & Adastra
  • Proficient use of MS office applications

Skills and Abilities

Essential

  • Excellent organisational and time-management skills.
  • Strong attention to detail and accuracy in data entry.
  • Effective communication skills, both written and verbal.
  • Proficient in the use of Microsoft Office applications.
  • Awareness of Data Protection and Confidentiality and ability to handle confidential information with discretion.
  • Customer-focused with a commitment to providing high-quality service.

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.

Employer details

Employer name

Newham GP co-operative LTD

Address

Balaam Park Health Centre

113 Balaam Street

London

E13 8AF


Employer's website

http://newhamgpcoop.com/ (Opens in a new tab)

Employer details

Employer name

Newham GP co-operative LTD

Address

Balaam Park Health Centre

113 Balaam Street

London

E13 8AF


Employer's website

http://newhamgpcoop.com/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

HR Administrator

Nicky Senova

gpcoophr@kbaterhr.com

Details

Date posted

19 August 2025

Pay scheme

Other

Salary

£13.10 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A4133-25-0004

Job locations

Balaam Park Health Centre

113 Balaam Street

London

E13 8AF


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