About this role
Job summary
We are looking for a highly organised and motivated Administrative Support professional to join our friendly practice team on a maternity cover basis. This position is for 30 hours per week, Monday to Friday, worked over 6-hour shifts, with working times negotiable.
The role is essential in supporting the smooth and efficient running of the practice by providing accurate, timely and confidential administrative support that contributes to safe and effective patient care.
Working as part of the wider administrative team, the successful candidate will support the management of patient information, process clinical correspondence, assist with records management and undertake a variety of day-to-day administrative duties. The role requires excellent attention to detail, strong communication skills and the ability to work effectively within a busy healthcare environment.
This is an excellent opportunity for someone with strong administrative experience, ideally within a GP practice or healthcare setting, who is committed to delivering high standards of service while maintaining confidentiality at all times. The post holder will work closely with both clinical and non-clinical colleagues and will contribute to maintaining effective administrative systems that support patient care, practice operations and regulatory compliance.
The role also offers opportunities for ongoing training and professional development within a supportive and friendly team environment.
Main duties of the job
The main duties of the Administrative Support role include summarising patient records, accurately coding clinical and hospital correspondence, managing and processing PCSE/Restore records, and supporting the handling of incoming patient notes. The role also involves maintaining practice audits, responding to requests for patient information, assisting the secretarial team, sending patient communications, and carrying out general administrative tasks to support the smooth and efficient running of the practice.
About us
At Colton Mill Medical and The Grange, we are committed to providing high-quality, compassionate and patient-centred healthcare to our local community. We pride ourselves on being a friendly, supportive and forward-thinking practice where teamwork, professionalism and respect are at the heart of everything we do.
Our team consists of dedicated clinical and non-clinical staff who work closely together to deliver safe, efficient and responsive care for our patients. We foster a positive and inclusive working environment where colleagues are valued, supported and encouraged to develop their skills and experience. Staff wellbeing is important to us, and we aim to create a workplace atmosphere that is collaborative, approachable and rewarding.
We encourage open communication, continuous learning and shared responsibility across the practice, ensuring all team members feel confident contributing to the ongoing success of the organisation. Employees are supported through training opportunities, regular appraisals and professional development to help them grow within their role.
Working at Colton Mill Medical Group offers the opportunity to be part of a caring and committed team making a genuine difference to patient care every day. We also offer NHS pension access, a supportive team culture, opportunities for development and the satisfaction of working within an organisation dedicated to improving community health and wellbeing.
Job description Job responsibilities
To provide high-quality administrative support to the practice, ensuring accurate and timely processing of patient information and maintaining the smooth running of administrative systems during maternity cover.
The post holder will work as part of the wider administrative team, ensuring confidentiality, accuracy and efficiency in all tasks to support safe patient care and effective practice operations.
Main Duties and Responsibilities This list is not exhaustive and may be amended in line with service needs.
Patient Records and Clinical Administration
Summarise patient records and Lloyd George notes accurately and within agreed timescales.
Accurately code clinical correspondence, hospital letters and patient documentation using the practice clinical system.
Support the management of PCSE and Restore records, including processing and filing incoming notes.
Empty and manage incoming PCSE notes promptly and efficiently.
Ensure patient records are maintained accurately, securely and confidentially at all times.
Process requests for patient information including summaries, reports, scans and letters in accordance with practice procedures and GDPR requirements.
Assist in maintaining practice audits and administrative tracking systems.
Administrative and Secretarial Support
Provide administrative support to the secretarial and wider practice team as required.
Send patient invitations, recalls and communications using practice systems.
Undertake general administrative duties including document preparation, scanning, filing, photocopying and laminating.
Support the smooth and efficient day-to-day running of the practice administration function.
Prioritise workload effectively and complete tasks within agreed deadlines.
Communication and Team Working
Work collaboratively with clinical and non-clinical colleagues to support effective patient care.
Communicate professionally and sensitively with patients, carers, healthcare professionals and external organisations.
Support effective communication and information flow across the practice team.
Maintain a courteous, professional and helpful manner at all times.
Key Relationships The Administrative Support role works closely with a wide range of internal and external stakeholders, including:
Practice Staff (Clinical and Non-Clinical)
Administrative Team
Reception Team
PCN (Primary Care Network) Team
Community Pharmacists
Secondary Care Providers including hospitals and outpatient departments
PCSE (Primary Care Support England)
Patients and Patient Representatives
External Organisations including DVLA, DWP and insurance companies
Leeds Integrated Care Board (ICB) where required
Communication and Information Governance
Maintain accurate, contemporaneous and confidential records using the practice clinical system.
Ensure compliance with all information governance, confidentiality and data protection requirements.
Comply with the Data Protection Act 2018 and Access to Health Records Act 1990.
Handle patient and practice information securely and appropriately at all times.
Communicate effectively with patients, carers and healthcare professionals regarding administrative processes and requests.
Professional Development
Participate in continuing professional development, training and appraisal processes.
Attend mandatory and role-specific training as required.
Support the practice in maintaining Care Quality Commission (CQC) compliance relating to confidentiality, record keeping and data security.
Maintain awareness of current administrative procedures, NHS guidance and practice policies.
Risk Management and Health & Safety
Comply with Health & Safety legislation and infection prevention and control procedures.
Report incidents, concerns or risks relating to administrative processes, patient safety or data security.
Work within practice policies and procedures to minimise risk and maintain service quality.
Equality, Diversity and Inclusion
Deliver services that respect patient dignity, privacy, diversity and individual needs.
Communicate in ways that meet patients cultural, cognitive and accessibility needs.
Treat colleagues, patients and visitors fairly and respectfully regardless of gender, ethnicity, disability, age, religion or sexual orientation.
Promote an inclusive, respectful and patient-centred working environment.
Safeguarding Responsibilities All staff have a responsibility to safeguard and promote the welfare of children and adults at risk.
Safeguarding means protecting an adults right to live in safety, free from abuse and neglect. Staff are required to comply with safeguarding policies, procedures and mandatory training requirements at all times.
The post holder must:
Understand their safeguarding responsibilities within the role.
Report concerns appropriately and in line with local safeguarding procedures.
Support a culture where safeguarding is recognised as everyones responsibility.
Ensure safeguarding principles are embedded into everyday practice.
Confidentiality In the course of seeking treatment, patients entrust the practice with sensitive information relating to their health and wellbeing. All staff are required to maintain strict confidentiality at all times and comply with practice policies, GDPR and NHS confidentiality standards.
Flexibility Statement This job description is intended to outline the main duties and responsibilities of the role and is not intended to be an exhaustive list. The post holder may be required to undertake other reasonable duties appropriate to the role and grade to support the effective operation of the practice.
The job description may be reviewed and amended following consultation to reflect changes in service delivery or organisational priorities.
Person Specification
Experience Essential
Previous administrative experience Experience handling confidential and sensitive information Experience managing and prioritising workload in a busy environment Experience working as part of a team
Desirable
Previous experience working in a GP practice or NHS setting Experience using clinical systems such as SystmOne or EMIS Experience coding clinical correspondence Experience processing patient records or Lloyd George notes
Qualifications Essential
Good standard of general education including GCSEs (or equivalent) in English and Maths Willingness to undertake training relevant to the role
Desirable
NVQ Level 2/3 in Business Administration or equivalent Knowledge of NHS systems and procedures
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 Dr T Fox and Partners
Address Colton Mill Medical Centre
Stile HIll Way
Colton
West Yorkshire
LS15 9JH
United Kingdom
Employer's website https://www.coltonmill-thegrange.nhs.uk/ (Opens in a new tab)