About this role
Job summary
Stepping into the role of Admin Coordinator at Ossett Surgery means becoming the heartbeat of a fastmoving, patient centred environment where no two days ever feel the same.
This is a position for someone who thrives on connection, problem solving, and keeping a busy practice running smoothly behind the scenes. You will be the steady presence in the back office, the go to support for reception, and the person who helps transform daily challenges into seamless patient experiences.
You will champion communication, nurture new starters, and play a key part in shaping a confident, capable team.
From streaming Patchs consultations to coordinating tasks, supporting Pharmacy First processes, and ensuring every member of staff feels empowered, your influence will ripple across the entire practice.
If you are motivated, people focused, and excited by the idea of driving continuous improvement in a thriving healthcare setting, this role offers the perfect blend of responsibility, teamwork, and meaningful impact.
Main duties of the job
Supervise day to day reception operations, including front desk, back office, and comms room activity.Provide hands on support to reception - admin staff, stepping in to assist with tasks when needed.Delegate and allocate admin tasks, including Patchs consultations and Pharmacy First processes.Act as a consistent point of support for staff, resolving queries and issues as they arise.Lead inductions and in-house training for new team members, ensuring compliance and competency signoff.Maintain strong communication with patients, staff, and external suppliers.Monitor daily workflow via Patchs, implementing diverts where appropriate.Oversee key administrative processes, including SCR updates, links, G2GP transfers, and degraded entries.Coordinate stationery audits and stock management, placing proactive orders and ensuring deliveries are distributed correctly.Handle patient concerns, responding quickly before they escalate into formal complaints.Promote confidentiality, professionalism, and continuous improvement across the practice.Support health and safety standards, contributing to a secure working environment.
About us
Join a passionate and dedicated team at Ossett Surgery, a large, friendly practice at the heart of Ossett, caring for over 22,000 patients. We are committed to delivering exceptional, patient focused care built on care and compassion, honesty and integrity, and a deep sense of justice and fairness in everything we do.
Our culture is rooted in inclusivity and equity, ensuring every patient and staff member feels respected, valued, and supported. We take pride in fostering an environment where respect and humility guide our interactions, and where teamwork and unselfishness shape the way we work together across all departments.
With 6 GP Partners, Salaried GPs, ANPs, Nurses, Nursing Associates, HCAs, and a strong Managerial and Administrative team, we collaborate closely with our patients, PCN, and external services to drive innovation and deliver high quality care. We encourage courage and ambition, empowering staff to contribute ideas and embrace new challenges.
Our commitment to responsibility, accountability, professionalism, and continuous growth and development ensures we maintain the highest standards while supporting our people to thrive.
Job description Job responsibilities
Job Summary
The Admin Coordinator supports the reception team and wider practice by ensuring smooth daily operations, strong communication, effective training, and ongoing compliance.
Working closely with Management and Partners, the post holder helps drive continuous improvement, uphold confidentiality, encourage collaborative working, and deliver high quality patient services.
Additional duties may be assigned by the Management team as needed.
Key Responsibilities
Responsible for the day-to-day supervision of reception and associated functions; supporting reception staff mainly at the reception desk, the back office and comms room. Support the team directly by helping with reception, back-office functions and comms when required. Delegation of admin tasks and triage of unassigned tasks, Patchs consultations and support with Pharmacy First process. Ensuring all staff are supported with queries and issues as they arrive, creating a permanent base within the back office. Support new members of the team with inductions and in-house training to ensure compliance is met and competencies are signed off. There is the express expectation of self-management regarding problem solving, workload, and time priorities. Ensure effective communication with both patients and staff. The Admin Coordinator is expected to develop relationships with all staff to actively gauge issues within the practice including capacity and training issues. Excellent customer service skills with the ability to handle difficult situations professionally.
Administrative Responsibilities
Monitoring daily workflow via Patchs and ensuring that diverts are put in place where appropriate. Oversee and delegate tasks daily to the admin team ensuring those shared are initially appropriate. Responsibility for SCR updates, links, G2GP transfers, and degraded entries are completed in a timely manner. Support Management by organising stationary audits and proactively place orders. Ensuring all stock and deliveries are distributed appropriately to maintain clear entry ways and an accountable chain of receipt. Proficient in office administrative tasks, including scheduling, data entry, and record keeping. Ensure effective communication to patients via timely complaint acknowledgements whilst providing initial guidance and advice to patientsConfidentiality
In the performance of duties, 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 business organisations. All such information from any source is to be regarded as strictly confidential. The post holder will be required to always adhere to the confidentiality agreement. Any breach of this may result in immediate dismissal.Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members and external suppliers. Recognise peoples needs for alternative methods of communication and respond accordingly. Maintain strong, effective communication skills across the practice, both verbal and written utilising tasks, emails, and notifications.
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 and Safety Policy.
Person Specification
Skills Essential
Strong, confident communication skills across verbal and written channels. Competent IT skills with the ability to navigate clinical and administrative systems. Ability to motivate others. Ability to work collaboratively, promote team spirit, and contribute to a supportive practice culture.
Qualifications Essential
GCSE in Maths & English (or equivalent)
Desirable
GCSE grade A-C in Maths & English (or 4 and above) First line management qualification Health & Social Care Qualification
Experience Essential
Experience of working in non-clinical role within General Practice.
Desirable
In addition to having experience co-ordinating administration activity, It would be desirable if the successful candidate had experience in all of the following areas in General Practice: - Handling telephone queries - Receiving patients on the front desk - Matching letters - Scanning letters - Processing basic prescription requests - Handling undifferentiated queries over the phone and in person
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 Ossett Surgery
Address Ossett Health Village
Ossett
Wakefield
WF5 8DF
United Kingdom
Employer's website https://www.ossettsurgery.nhs.uk/ (Opens in a new tab)