Job summary

To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, supporting the administration team with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.

To support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Main duties of the job

• Welcome patients & visitors to the Practice
• Answer incoming calls, transfer calls or dealing with callers requests
• Receiving of patient samples & processing as per protocol
• Book appointments, maintain & monitor appointment system
• Process incoming & outgoing mail
• Initiate contact with & response to requests from patients, team members & external agencies
• Process referrals to external agencies such as District Nursing
• Process & support patient call & recall systems
• File & store records as required
• Input data into patients' healthcare records
• Scanning of patient related documents & attaching to records
• Extracting data required from clinical correspondence & code the data into the patients' record on TPP SystmOne Clinical System
• Manage all queries
• Monitor & maintain work areas ensuring a clean, tidy & effective work area at all times
• Support clinical staff with general tasks as requested
• Processing of changes to patients registration, deduction of record & new patient registrations
• Maintain effective security of data at all times
• Assist with fault reporting
• Ensure new patients records are received electronically & imported onto the clinical system
• Summarise patients notes when requested
• Process patient online applications as required

About us

We are a practice with around 6200 patients, there are 2 GP partners, 2 salaried GPs, 1 Advanced Nurse Practitioner, 3 Practice Nurses and a small Healthcare Assistant team.

We have a friendly, hard working admin team who support the clinical staff with the smooth running of the practice, answering calls, greeting patients at reception and processing referrals, amongst a wide range of other administrative duties.

Details

Date posted

17 September 2026

Pay scheme

Other

Salary

£12.71 an hour

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A5060-26-0003

Job locations

The Health Centre

Victoria Road

Hartlepool

TS26 8DF

United Kingdom

Job description

Job responsibilities

The successful candidates will provide professional, efficient, and friendly reception and administrative service to patients, clinicians, and practice staff. The post holder will act as the first point of contact for patients, ensuring excellent customer service while supporting the smooth day-to-day operation of the practice.

Job description Job responsibilities The successful candidates will provide professional, efficient, and friendly reception and administrative service to patients, clinicians, and practice staff. The post holder will act as the first point of contact for patients, ensuring excellent customer service while supporting the smooth day-to-day operation of the practice.

Person Specification

Qualifications

Essential

• GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above.
• Good standard of general education.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel).
• Evidence of literacy and numeracy skills sufficient to perform administrative duties.

Desirable

• NVQ Level 2 or 3 in Business Administration, Customer Service, or equivalent.
• Training in medical administration or healthcare reception.
• Knowledge of NHS systems (e.g., EMIS Web, SystmOne, Vision).
• Information Governance or GDPR training.
• Care Certificate or customer service qualification.

Experience

Essential

• Previous reception or administrative experience.
• Excellent communication and interpersonal skills.
• Strong organisational and time-management skills.
• Good IT skills, including Microsoft Office applications.
• Ability to work effectively in a busy environment.
• Professional and customer-focused approach.
• Ability to maintain confidentiality.

Desirable

• Experience working in a GP practice, NHS, or healthcare setting.
• Knowledge of clinical systems such as EMIS Web, SystmOne, or Vision.
• Understanding of NHS services and healthcare terminology.
• Experience processing prescriptions or managing patient records.

Person Specification Qualifications Essential GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above. Good standard of general education. Proficiency in Microsoft Office applications (Word, Outlook, Excel). Evidence of literacy and numeracy skills sufficient to perform administrative duties. Desirable NVQ Level 2 or 3 in Business Administration, Customer Service, or equivalent. Training in medical administration or healthcare reception. Knowledge of NHS systems (e.g., EMIS Web, SystmOne, Vision). Information Governance or GDPR training. Care Certificate or customer service qualification. Experience Essential Previous reception or administrative experience. Excellent communication and interpersonal skills. Strong organisational and time-management skills. Good IT skills, including Microsoft Office applications. Ability to work effectively in a busy environment. Professional and customer-focused approach. Ability to maintain confidentiality. Desirable Experience working in a GP practice, NHS, or healthcare setting. Knowledge of clinical systems such as EMIS Web, SystmOne, or Vision. Understanding of NHS services and healthcare terminology. Experience processing prescriptions or managing patient records.

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

West Quay Medical Practice

Address

The Health Centre

Victoria Road

Hartlepool

TS26 8DF

United Kingdom

Employer's website

https://www.westquaymedicalpractice.co.uk/ (Opens in a new tab)

Employer details

Employer name

West Quay Medical Practice

Address

The Health Centre

Victoria Road

Hartlepool

TS26 8DF

United Kingdom

Employer's website

https://www.westquaymedicalpractice.co.uk/ (Opens in a new tab)