Admin Assistant

You will support the smooth day-to-day running of a busy clinical environment by handling a wide range of administrative tasks. This includes being a first point of contact for patients, managing enquiries in person and over the phone, and helping people access the right services.

You will be responsible for processing and updating patient information, coordinating appointments, and ensuring accurate records are maintained. The role also involves supporting clinicians with administrative tasks, managing incoming and outgoing communications, and helping to keep systems and workflows organised and up to date.

Working as part of a team, you will help ensure information flows efficiently, deadlines are met, and patients receive a high standard of service. This is a varied role that requires strong organisation, attention to detail, and the ability to prioritise tasks in a fast-paced environment.

The role is on a full time basis and the successful candidate will be required to work Monday- Friday. 7.5 hours per day, with shifts rostered between the hours of 8am and 6.30pm

MAIN ROLE AND PURPOSE OF THE POST

This role is

within the Clinical Admin Team, who support all aspects of patient care across

the company. The Admin Assistant is a

developmental role. They will be

expected to develop the skills necessary to work in all aspects of the admin

team.

Provide admin support to all clinical

areas of the company.

Be a first point of contact for

patients.

Assist patients to access the services

that they need.

SPECIFIC

The

responsibilities described below are those of the clinical admin team.

Access

Answer the telephone as a priority and

respond to the caller in an appropriate manner.

Man the reception desk. Book appointment, signpost to other services

and support patients care.

Data Flow

Action all incoming data received through electronic

transfer, e-mail and post. Ensure that

it is coded and reviewed by an appropriate clinician.

Action outgoing data through electronic transfer,

e-mail, sms message or post.

Clinical Support

Action tasks from the clinical team.

Administer the recall system for patients with long

term conditions.

Monitor the uptake of all screening programmes and

manage additional recalls as required.

Apply clinical coding to patient records as

appropriate.

Update the Open Exeter system.

Monitor the childhood immunisation status of all

children and liaise with the Child Health Department as necessary.

Maintain waiting lists of patients for specialist

clinics and ensure that they are given appropriate appointments.

Outgoing Information

Ensure that referrals are processed in

accordance with national timelines and liaise with the referral management

centre as necessary.

Audio type patient referrals and submit

them through the E-Referral system.

Deal with any referral queries from

clinicians and patients.

Assist patients where necessary to make outpatient

appointments.

Action requests for medical reports

including liaising with patients to confirm consent is obtained and finance to

confirm payment is received.

Action Subject Access Requests in line

with GDPR legislation.

Patient records

Action applications for registrations ensuring that

patients provide all necessary information and are made aware of consent to

share information and on-line access to records.

Action the transfer of patient records,

electronically and in hardcopy.

Summarise hardcopy records to ensure the electronic

record is complete.

Ensure that SystmOne is reconciled to PCSE through GP

Links.

Return hardcopy records to PCSE for patients who are

no longer registered.

GENERAL RESPONSIBILITIES

Confidentiality

You shall comply with the General Data Protection Regulations when

processing personal data for patients and staff.

You must be aware of the Caldicott Principles as they affect your

work. You can address any questions in

relation to this to your line manager.

Any data breaches should be reported immediately to the Data Protection

Officer.

All enquiries

from the media must be referred to a Director.

Health and Safety

All employees have a

statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as

soon as they are identified.

All

staff must contribute to the management of risk. This requires them to assess the risk in all

situations, take of appropriate actions to mitigate any risks identified and

report all hazards, incidents and near misses.

All building occupied by staff are

non-smoking environments. No-one may

smoke or vape in the building. Staff who

smoke or vape outside the buildings should cover their uniform.

Flexibility Statement

The content of this

Job Description represents an outline of the post only and is therefore not a

precise catalogue of duties and responsibilities. It is intended to be flexible and subject to

amendment in the light of changing circumstances and following consultation

with the post holder.

At The Whalebridge Practice, we are a friendly and

forward-thinking GP practice based in Swindon, committed to delivering

high-quality, patient-centred care to our local community. As part of a wider

Primary Care Network, we work collaboratively with neighbouring practices and

community services to provide holistic support that meets the diverse needs of

our patients.

Our team is made up of dedicated clinicians, healthcare

professionals, and support staff who value teamwork, respect, and open

communication. We foster a supportive and inclusive working environment where

everyones contribution is recognised, and staff are encouraged to develop and

grow in their roles.

We are passionate about innovation and continuously look for

ways to improve services and patient outcomes. Staff well-being is important to

us, and we promote a positive work-life balance alongside opportunities for

training, development, and peer support.

Working with us means being part of a caring, motivated team

that is committed to making a meaningful difference every day.

Qualifications

Experience