CLOSING DATE FOR THIS POSITION IS 28 June. INTERVIEWED WILL BE HELD ON 7th and 8th July 2026
Job Summary/Job Purpose:
The post holder will be responsible for a wide variety of general administrative task to support the day to day running of the practice and the provision of clinical care. These duties will include but are no exclusive to:
- Accurately read coding clinical information into patient records including summarisation of patient records.
- Data management including Did Not Attend letters in line with policies.
- Updating the Medical examiners service.
- Processing electronic consultations for review by GPs
- Call handling to include booking, cancelling and rearranging appointments, general patient and third party enquiries
- Maintaining and undertaking tasks linked to information from numerous areas and software packages including outlook mailboxes, Emis Web tasks and workflow, adastra and TEAMS
- Administration of practice waiting lists for enhanced services which will include the preparation of data reports as needed by the GPs and the scheduling of patients for procedures.
- Referral monitoring through WCCG software and email.
- Scanning and email of documentation to various colleagues using various software applications
- Supporting the wider administrative team during periods of leave and sickness
- Rearranging of clinical sessions as needed
- Liaising with local hospitals and specialties regarding waiting lists and clinical referrals.
- Data entry following trainee surveys.
- Typing of adhoc letters as needed.
- As part of the role it will be necessary to liaise with the Shared Service Partnership Registration department as well as other GP practices, NHS Trusts and organisations who may be involved with the patients’ care.
DUTIES AND RESPONSIBILITIES:
This post sits within the busy administrative team within Taff Vale practice . As well as general office duties such as answering telephones, booking appointments, photocopying and scanning, the postholder would also be responsible for a wide range of administrative duties within the practice. Outlined below are the main tasks but there are smaller, adhoc tasks that have not been listed but which would be within the scope of this post.
General Administrative Tasks
Key to this role is ensuring the smooth running of the administrative responsibility with the practice.
Main duties will include but are not exclusive to:
- · Data management – checking internal software to ensure referrals have been sent/received. This will include reviewing and allocated messages sent from hospitals.
- · Importing electronic discharge summaries
- · Following result actions provided by GPs which may mean contacting patients by phone, letter or SMS
- · Maintaining practice Did not attend system from both practice and hospital appointments
- · Maintaining the practice Minor surgery lists using Excel. This will include monitoring the list and contacting patients for procedures.
- · Holding financial spreadsheets for the practice that will include report income and petty cash data.
- · Supporting chronic disease management and Enhanced Service administration
- · Scanning and email of documentation to both primary care, secondary care and other external parties.
- · Managing various inboxes and ensuring all incoming emails are forwarded in a timely manner.
- · Obtaining information from and providing information to out of hours services as needed through software applications.
- · Supporting the wider administrative team during periods of leave and sickness. The postholder will be trained to support these roles as needed.
- · Undertaking tasks for the GP trainers/trainees including entering data from patient survey questionnaires
- ·Typing of adhoc letters and referrals as needed.
- · Receiving telephone queries regarding referrals, private letters as well as supporting the general telephone system at peak times.
Readcoding
In addition the post holder will be responsible for accurately read coding all key information into the clinical system, monitoring progress of notes summarising against practice targets, auditing data collection standards in the practice. This may be via electronic data transfer, reviewing medical records received from the Shared Services Partnership and scanned mail received within the practice. Main Tasks linked to readcoding will include but are not exclusive to are:
- Reviewing medical records and producing an accurate summary of the patient’s medical history.
- Read Coding the information into the practice clinical system
- Extraction of necessary data from clinical correspondence and input into electronic patient Record.
- Summarisation of patient’s notes when requested.
- Troubleshoot clinical database
- Report faults to software supplier and track progress
- Support and guide members of staff in the use of the computer system
- Ensure security of data at all times
The postholder will need to be flexible at all times undertaking adhoc tasks that may not be outlined within this job description but are needed to support the day to day running of the practice.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards
- Actively reporting health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize people’s needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
PERSON SPECIFICATION - Administrative Assistant
ESSENTIAL QUALIFICATIONS
5 GCSEs (grade A to C) or equivalent which must include English Language
DESIRABLE QUALIFICATION
Touch typing RSA/WJEC typing
Keyboard skills Application/certificates
ESSENTIAL EXPERIENCE
minimum 2 years administration experience within an office environment using PCs and various software applications
Strong Excel understanding
DESIRABLE EXPERIENCE
NHS background
Experience of working in a GP practice
ESSENTIAL SKILLS
IT literate
Strong communication and interpersonal skills
Ability to work autonomously
Excellent time keeping skills
Ability to meet deadlines.
Keen eye for detail
Ability to follow policies and procedures
DESIRABLE SKILLS
Vision user skills
DESIRABLE KNOWLEDGE
Knowledge of nGMS contract and primary care
PERSONAL ATTRIBUTES
Ability to thrive under pressure
Adaptable to change
Polite and confident
Motivated
Forward thinker
Polite and confident
OTHER
As a multisite practice the successful applicant would be required to travel between sites, in a timely manner when needed.
Willingness to work flexible hours when required to meet work demands.
Driving license/own transport
Job Type: Full-time
Pay: £24,999.00 per year
Benefits:
- Company pension
- Health & wellbeing programme
- Sick pay
Application question(s):
- The practice administrative team is extremely busy supporting the daily running of its surgeries and behind the scene administrative tasks, most of which is driven by daily demand. give an example of where you have needed to work under pressure on a range of tasks
- provide an example of where you have implemented a new administrative process or been part of providing a solution to an administrative issue within your past roles.
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative : 2 years (required)
Work Location: In person
