Job description

Job responsibilities

The following are the core responsibilities of the Administration Assistant in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• Undertake a broad spectrum of administrative duties commensurate with the role
• Process incoming and outgoing mail
• File and store records as required
• Photocopy documentation as required
• Process changes to patient registration, deduction of record and new patient registration
• Input data into the patients healthcare records as necessary
• Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
• Assist with total triage administration
• Welcome patients and visitors to the organisation, directing requests appropriately
• Be an integral part of the general practice team
• Act as a chaperone as required
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children
• Support in the delivery of enhanced services and other service requirements
• Undertake all mandatory training and induction programmes
• Contribute to and embrace the spectrum of clinical governance
• Maintain a clean, tidy, effective working area at all times

In addition to the primary responsibilities, the Administration Assistant has the following wider responsibilities:

• Participate in any audits as directed
• Participate in local initiatives to enhance service delivery and patient care
• Support and participate in shared learning
• Complete opening and closing procedures in accordance with the duty rota
• Support reception staff, providing cover during staff absences

Person Specification

Knowledge and skills

Essential

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Ability to use own initiative, discretion, and sensitivity
• Excellent communication skills and effective in communicating and understanding patient needs
• Punctual and committed to supporting the team effort

Qualifications

Essential

• A good standard of education with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English

Desirable

• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of working in a healthcare setting
• Experience of administrative duties

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

Sandy Lane Surgery

Address

77 Sandy Lane

Mansfield

Nottinghamshire

NG18 2LT

United Kingdom

Employer's website

https://sandylane-surgery.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

Job Summary

To provide the first point of contact to patients and other visitors to enable access to appropriate services in a professional and courteous manner.

To undertake clerical duties as necessary and to enter relevant data onto the computer system. To provide support for clinicians to enable the effective day to day running of the practice.

Staff may be asked to work flexibly in terms of the jobs that they do, the hours they work and occasionally for business need the location from which they work.

Main Responsibilities

Reception

To ensure that patients and visitors are greeted professionally and courteously and directed to the appropriate services.

To deal with queries effectively and efficiently in line with practice procedures.

To book patients in with the most appropriate clinician using guidance provided by management.

To be responsible for the appointment diary and appointment system by making, changing, and cancelling appointments as requested.

To answer telephone enquiries promptly and professionally in line with practice procedures.

To be able to triage calls: signposting patients to relevant services or arranging appointments in surgery with the relevant clinician as appropriate.

To have a sound and up-to-date knowledge of Local Care Pathways and local services, including the voluntary sector.

To be responsible for diverting and restoring the telephone service

To act as chaperone within a clinical consultation when requested

To ensure that all general areas are kept tidy and presentable.

To ensure all literature and posters within the practice are up to date.

To respond appropriately in emergency situations.

To understand the common needs and safeguarding issues of vulnerable patient groups including elderly housebound and those with long-term conditions.

Keeping a supply of Welcome Packs, Registration documentation and patient forms (Consent; Complaints; NHS Expenses Claims forms etc.) available.

Accepting, advising and checking registration documentation; that it meets practice and NHS Policy requirements.

Keeping Waiting Room and Reception Desk tidy at all times

Checking that patients arent unnecessarily waiting and ensuring that the Front Desk queue is at a minimum at busy times.

Administration

To undertake general filing in a timely and accurate manner.

Providing Welcome Packs to new patients

To undertake read coding of clinical information and enter this on patients medical records.

To scan incoming patient information onto the medical system.

To undertake photocopying/scanning in a timely and accurate manner.

To be responsible for liaising with other agencies such as the ambulance service, hospital clinics, other practices and community services.

To be responsible for opening and the distribution of incoming post in line with practice procedure.

To provide clerical support as and when required.

To be responsible for completing forms, letters and referrals as requested by practice staff.

To be responsible for the set up of clinicians rooms ready for use.

To be responsible for generating repeat prescriptions.

To be responsible for the management of patient notes/Docman tasks in line with practice procedures.

To be responsible for the adequate supply of stationery.

Computer/IT

To utilise medical software systems to enable the effective handling of patients and practice information and information supplied by other agencies.

To be responsible for reading and the action emails on a daily basis.

To input data accurately onto patient records and software systems.

To be responsible for allocating lab reports and prescription requests to clinicians.

Registration of new patients and removal of deceased patients in accordance with current practice Policy

Understanding of QOF targets so actions are performed in keeping with these targets, which will include data collection and advising patients when reviews are overdue

Person Specification

Qualifications

Essential

• * A good working knowledge of Microsoft Word.
• * GCSE (or equivalent) in English and Maths
• * Excellent communication skills.
• * Experience in working in a patient-facing or client-facing environment.
• * The ability to work as part of a strong Team, within a busy, professional environment.
• * You will be conscientious; flexible; empathetic; have attention to detail; and can apply a common sense approach.

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

Horsefair Practice Group

Address

Sandy Lane Health Centre

Sandy Lane

Rugeley

Staffordshire

WS15 2LB

United Kingdom

Employer's website

http://www.horsefairpractice.nhs.uk (Opens in a new tab)

Job description

Job responsibilities

Clinical Duties:

• Phlebotomy Perform venepuncture for blood tests, ensuring proper labelling and sample handling.

• Chronic Disease Management: Manage chronic disease clinics including diabetes, asthma, COPD, hypertension. Carry out assessments and implement and monitor care plans in line with best practice.

• Cervical Screening & Womens Health: Perform cervical smear tests in line with NHS Cervical Screening Programme protocols. Offer womens health advice, including contraceptive services support and menopause-related health discussions, as appropriate to scope of practice.

• Immunisations & Vaccinations: Administer a full range of vaccinations including childhood immunisations, seasonal flu, COVID-19, and shingles, in accordance with national immunisation schedules. Provide informed advice to patients about vaccine benefits, side effects, and post-vaccination care.

• Travel Health & Vaccinations: Conduct comprehensive travel health assessments, including destination-specific risk evaluations and vaccine requirements. Administer travel vaccines and general travel health guidance in accordance with current travel medicine guidelines.

• Wound Care & Tissue Viability: Provide assessment and treatment of wounds, including dressings, suture or clip removal, compression therapy. Monitor healing progress and refer to the appropriate services when needed.

• Health Promotion & Screening: Deliver NHS Health Checks and offer personalised lifestyle advice relating to smoking cessation, alcohol use, diet, weight, and physical activity. Identify risk factors early and refer patients to community services or in-practice programs as needed.

• Clinical Procedures & Assistance: Assist GPs with minor surgery, joint injections, coil/implant fittings or removals, and other in-practice procedures. Prepare equipment, maintain aseptic technique, and ensure patient comfort and safety.

Administrative & Compliance Duties:

• Maintain accurate, timely, and up-to-date patient records using the EMIS clinical system.

• Participate in audits, clinical governance, and quality improvement projects.

• Comply with infection control procedures and ensure safe disposal of clinical waste.

• Keep up to date with mandatory training and clinical competencies.

• Clinical Governance & Safety:

• Ensure adherence to the cold chain policy for the safe storage and handling of vaccines.

• Conduct and document regular checks of clinical stock, including expiry dates and appropriate storage.

• Oversee the maintenance and regular checking of the crash trolley to ensure emergency readiness.

• Monitor and record the use of controlled drugs in line with legal and practice policies.

• Coordinate timely sharps disposal and maintain accurate records of collections and incidents.

Person Specification

Qualifications

Essential

• Registered Nurse (Adult) with NMC registration.
• Evidence of continued professional development.

Desirable

• Relevant qualifications in chronic disease management, spirometry
• Cervical cytology and family planning certification.

Experience

Essential

• Experience in primary care.
• Competency in chronic disease management and immunisation protocols. Smear and immunisation trained.

Desirable

• Experience of clinical IT system Emis

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Horsefair Practice Group

Address

Sandy Lane Health Centre

Sandy Lane

Rugeley

Staffordshire

WS15 2LB

United Kingdom

Employer's website

http://www.horsefairpractice.nhs.uk (Opens in a new tab)

Job description

Job responsibilities

Person Specification

Experience

Essential

• Experience working as an Advanced Clinical Practitioner (ACP) or Advanced Nurse Practitioner (ANP) within Primary Care, Urgent Care or Emergency Care
• Experience of autonomous clinical assessment and decision making.
• Experience managing acute and minor illness presentations.
• Experience managing patients with long-term conditions.
• Experience of multidisciplinary team working.

Desirable

• Previous experience in General Practice.
• Experience using EMIS Web.
• Experience undertaking care home rounds.
• Experience of telephone and online triage.

Qualifications

Essential

• Current professional registration with the NMC, HCPC or other relevant professional body.
• Holds the recognised qualifications and credentials required to meet the NHS England Advanced Practice framework and be eligible for an Advanced Practice Digital Badge (where applicable to the role).
• Master's level qualification in Advanced Clinical Practice (or equivalent)
• Independent Prescribing qualification.
• Evidence of continuing professional development

Desirable

• Master's degree in Advanced Clinical Practice.
• Teaching, mentorship or assessor qualification.

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Horsefair Practice Group

Address

Lovett Court

Rugeley

Staffordshire

WS15 2FH

United Kingdom

Employer's website

http://www.horsefairpractice.nhs.uk (Opens in a new tab)