Job summary
This vacancy is advertised by Hartlepool & Stockton Health on behalf of our member practice, West View Millennium Surgery. We are pleased to offer an exciting part-time opportunity (16 hours per week) for a motivated and well-organised individual to join the team in an administrative support role. The successful candidate will play a key part in ensuring the delivery of high-quality, effective, and efficient administrative services that directly support the doctors, practice manager, and wider healthcare team. This is a dynamic and varied position, ideal for someone with excellent communication skills, attention to detail, and a proactive approach to supporting the smooth running of a busy general practice environment.
Main duties of the job
The postholder will support the day-to-day administrative operations of West View Millennium Surgery, working closely with GPs, the Practice Manager, and healthcare professionals. Responsibilities include managing correspondence, filing, responding to patient queries, maintaining accurate patient records, and handling financial transactions in line with practice policies. The role involves regular contact with patients, hospitals, and external agencies to ensure smooth communication and care continuity. The postholder will also process Subject Access Requests, support safeguarding admin, manage mail and referrals, and provide high-quality typing for clinical documentation. They will assist with training junior admin staff, cover during absences, and support document workflow and IT system accuracy. This is a varied role requiring strong communication skills, attention to detail, and the ability to work independently in a busy general practice setting.
About us
Hartlepool
and Stockton Health is a GP federation created in 2016 to support primary care
and to develop and run services across practices in our region. We are proud to
say that our membership includes every doctors surgery in the Hartlepool and
Stockton area. Run by and for local
people, we are committed to being innovators in the field of primary care,
bettering outcomes, and above all helping people.
Job description
Job responsibilities
This vacancy is advertised by Hartlepool & Stockton Health on behalf of West View Millennium Surgery. We are seeking a highly organised, reliable, and motivated individual to join the practice team in a part-time administrative support role. Working 16 hours per week, the postholder will play an essential part in supporting the smooth running of the Practices daily administrative functions. This role requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment.
The successful candidate will provide effective administrative support to GPs, the Practice Manager, and the wider clinical team. This includes managing documentation, supporting communication within and outside the Practice, and ensuring the accurate handling of patient information and correspondence.
Main Duties and ResponsibilitiesThe postholder will be responsible for a wide range of administrative duties, including but not limited to the following:
-
Supporting the day-to-day administrative functions of the practice.
-
Maintaining an up-to-date understanding of Practice policies, procedures, and protocols.
-
Applying knowledge of medical terminology in correspondence and record-keeping.
-
Liaising professionally with patients, hospitals, Social Services, and other external agencies to support patient care and ensure effective communication.
-
Responding to telephone and face-to-face enquiries, managing calls, taking messages, and resolving basic queries where appropriate.
-
Managing general office duties including photocopying, emailing, filing, and handling incoming and outgoing post.
-
Maintaining accurate patient records and ensuring all documentation is securely filed and properly updated in the clinical system.
-
Assisting with data collation for audits, reports, and quality improvement initiatives.
-
Providing administrative cover for colleagues during periods of sickness or annual leave.
-
Ordering and monitoring office stationery and supplies in liaison with the Deputy Manager.
Specialist Administrative TasksIn addition to general administrative support, the postholder will be expected to:
-
Handle medical records using the IGPR system and process Subject Access Requests (SARs) in line with data protection regulations.
-
Oversee safeguarding administration and manage child surveillance cases on behalf of clinicians.
-
Ensure appropriate handling of patient consent forms, especially where cognitive impairment or concerns about coercion are identified.
-
Supervise and delegate appropriate tasks to the Secretarial Assistant and General Practice Assistant.
-
Complete and prepare reports, including insurance reports, GP reports, and safeguarding reports.
-
Take minutes at meetings (including clinical and admin meetings), and ensure timely and accurate transcription and circulation.
-
Manage external requests for medical record access and provide document workflow and data entry cover when needed.
Mail & Typing Responsibilities
-
Process internal and external mail, including electronic communications.
-
Coordinate and dispatch outgoing post, including management of the weekly PCSE bag.
-
Provide high-quality typing and word processing services for GPs and other healthcare professionals, including letters, patient referrals, advice notes, reports, and meeting minutes.
IT & Referral Support
-
Use IT systems accurately and effectively, particularly the e-referral system, to manage and process patient referrals.
-
Maintain the clinical computer system securely, ensuring all updates are accurate and confidential.
-
Perform clinical searches, respond to assigned tasks within the system, and liaise with PCSE on registration or records queries.
Person RequirementsThe ideal candidate will demonstrate:
-
Proven administrative experience, preferably in a healthcare or general practice setting.
-
Familiarity with medical terminology and the ability to understand and process clinical correspondence.
-
Excellent verbal and written communication skills.
-
Strong organisational and time-management abilities.
-
Ability to work independently and use initiative while remaining a collaborative team player.
-
A respectful and empathetic approach to working with patients and colleagues.
-
Confidence in using IT systems, including Microsoft Office and clinical systems (e.g. SystmOne or EMIS).
This is a rewarding and varied role ideal for someone who thrives in a busy environment and is passionate about supporting high-quality patient care through effective administration.
Job description
Job responsibilities
This vacancy is advertised by Hartlepool & Stockton Health on behalf of West View Millennium Surgery. We are seeking a highly organised, reliable, and motivated individual to join the practice team in a part-time administrative support role. Working 16 hours per week, the postholder will play an essential part in supporting the smooth running of the Practices daily administrative functions. This role requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment.
The successful candidate will provide effective administrative support to GPs, the Practice Manager, and the wider clinical team. This includes managing documentation, supporting communication within and outside the Practice, and ensuring the accurate handling of patient information and correspondence.
Main Duties and ResponsibilitiesThe postholder will be responsible for a wide range of administrative duties, including but not limited to the following:
-
Supporting the day-to-day administrative functions of the practice.
-
Maintaining an up-to-date understanding of Practice policies, procedures, and protocols.
-
Applying knowledge of medical terminology in correspondence and record-keeping.
-
Liaising professionally with patients, hospitals, Social Services, and other external agencies to support patient care and ensure effective communication.
-
Responding to telephone and face-to-face enquiries, managing calls, taking messages, and resolving basic queries where appropriate.
-
Managing general office duties including photocopying, emailing, filing, and handling incoming and outgoing post.
-
Maintaining accurate patient records and ensuring all documentation is securely filed and properly updated in the clinical system.
-
Assisting with data collation for audits, reports, and quality improvement initiatives.
-
Providing administrative cover for colleagues during periods of sickness or annual leave.
-
Ordering and monitoring office stationery and supplies in liaison with the Deputy Manager.
Specialist Administrative TasksIn addition to general administrative support, the postholder will be expected to:
-
Handle medical records using the IGPR system and process Subject Access Requests (SARs) in line with data protection regulations.
-
Oversee safeguarding administration and manage child surveillance cases on behalf of clinicians.
-
Ensure appropriate handling of patient consent forms, especially where cognitive impairment or concerns about coercion are identified.
-
Supervise and delegate appropriate tasks to the Secretarial Assistant and General Practice Assistant.
-
Complete and prepare reports, including insurance reports, GP reports, and safeguarding reports.
-
Take minutes at meetings (including clinical and admin meetings), and ensure timely and accurate transcription and circulation.
-
Manage external requests for medical record access and provide document workflow and data entry cover when needed.
Mail & Typing Responsibilities
-
Process internal and external mail, including electronic communications.
-
Coordinate and dispatch outgoing post, including management of the weekly PCSE bag.
-
Provide high-quality typing and word processing services for GPs and other healthcare professionals, including letters, patient referrals, advice notes, reports, and meeting minutes.
IT & Referral Support
-
Use IT systems accurately and effectively, particularly the e-referral system, to manage and process patient referrals.
-
Maintain the clinical computer system securely, ensuring all updates are accurate and confidential.
-
Perform clinical searches, respond to assigned tasks within the system, and liaise with PCSE on registration or records queries.
Person RequirementsThe ideal candidate will demonstrate:
-
Proven administrative experience, preferably in a healthcare or general practice setting.
-
Familiarity with medical terminology and the ability to understand and process clinical correspondence.
-
Excellent verbal and written communication skills.
-
Strong organisational and time-management abilities.
-
Ability to work independently and use initiative while remaining a collaborative team player.
-
A respectful and empathetic approach to working with patients and colleagues.
-
Confidence in using IT systems, including Microsoft Office and clinical systems (e.g. SystmOne or EMIS).
This is a rewarding and varied role ideal for someone who thrives in a busy environment and is passionate about supporting high-quality patient care through effective administration.
Person Specification
Experience
Essential
- Experience of working within Primary Care is necessary.
Person Specification
Experience
Essential
- Experience of working within Primary Care is necessary.
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.
