Administration Assistant

We are recruiting for an Administration Assistant to be part of our administration team. Working as part of a team, the successful candidate will provide comprehensive administrative support to assist the smooth running of the practice, delivering a variety of administrative duties included in the job description.

Members of the admin team work as part of the practice team and provide a key point of contact for communication between patients, members of the primary health care team, secondary care and other associated healthcare professionals and voluntary services.

Good all round office and keyboard skills are required. Full training will be given. Attention to detail and the ability to work as part of a team are essential.

This is a part time position working 33 hours per week. Work pattern for the role will be Monday, Wednesday, Thursday and Friday, working two days 8am until 5pm and 2 days 8:30am until 5pm.

Interview to be held on 2nd March 2026.

Main duties of the job

Working for us we can offer you:

• A comprehensive induction to the role and training plan
• Access to the NHS Pension Scheme
• Possible career development in customer service, health care and administration
• 25 days annual leave, increasing to 30 days (exclusive of public holidays)
• Access to Occupational Sick Pay scheme after one year.
• Access to NHS discount scheme
• Cycle to work scheme

About us

Bay Medical Group is a single, at scale provider of general practice services to the population of Morecambe and Heysham. We have 5 sites across the town and have a patient population of c54,000. We have an established Bay Primary Care Network (PCN) and work closely with other service providers and voluntary sector to improve the health and wellbeing of our local population.

For further information about the benefits of working for us visit https://www.baymedicalgroup.co.uk/benefits.

Bay Medical Group – for happier, healthier people

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Job responsibilities

The duties and responsibilities to be undertaken bymembers of the Administration team may include any or all of the items in thefollowing list. Duties may be varied from time to time under the direction ofthe Administration Operations Manager, dependent on current and evolvingpractice workload and staffing levels:

Process tasks andworkflows within internal software and update external systems whereappropriate.

Support otheradministrative colleagues to ensure consistent level of clerical excellence andsupport across all administrationroles.

Attend &contribute to group training sessions & meetings.

Develop and maintaingood working relationships with all members of the BMG team.

Deliver work toagreed targets for working practices for various roles within admin and reportany Issues relating to targets not being met to the appropriate line manager.

Provide chaperoneduties for patients as required.

Liaise with serviceproviders such as District Nurses, Practice Nurses, Health Visitors, Midwives,and other service providers and forward information for action to appropriateclinician.

Clinically codepatient information using the Snomed Clinical Coding system to ensureconsistent and auditable information is stored in patient records.

Deliver timely andefficient processing of communications received to the team by checking theadmin NHS.Net Email accounts & other methods of electronic communication ona daily basis and dealing with correspondence appropriately.

Ensuring as far aspossible the completeness of clinical information in patient records byidentifying missing information in new patient records and taking action toobtain it from the previous practice.

Book patients intorelevant appointments and maintain waiting lists for specialist clinics.

Deal with any queriesfrom clinicians and patients.

Provide admin supportin specified clinics e.g. covid or flu clinics.

Work within GDPRlegislation.

Ensure all mandatorytraining is completed as required.

Scan received paper correspondence to patient record and workflow for action to theappropriate clinician/team within agreed timescales.

The completion ofmedical/insurance reports including requesting payments from outside agencies.

To arrange thebooking of medicals, e.g. driving medicals and arrange for thecompletion/submission of relevant paperwork.

Process new patientregistrations, deductions, deaths, change of addresses, gender reassignment andadoption procedures, temporary patient management and management of physicaland digital records (not exhaustive list).

Provide secretarialsupport to the clinicians, referral letters dictated by clinicians to be audiotyped using the practice software. All referrals including forms completed byclinicians to be processed in accordance with national guidelines using externalsystems where appropriate.

Support efficient andeffective recall processes through running regular searches under designatedrecall lists to include all chronic disease areas, screening &immunisations to ensure patients are invited for appropriate appointmentsacting according to protocol for non-attendance at the appointments.

Keep recall lists upto date, following protocols as appropriate and according to the rules ofQuality and Outcomes Framework and enhanced services, or any other frameworksin place at the time.

Raise any querieswith Line Manager.

Any other dutiesdeemed necessary by an Admin Manager.

Where appropriate: workstation/headsets to be kept clean, tidy and in good state of repair.

Telephone calls mustbe answered swiftly and processed efficiently and courteously.

Book appointments forpatients that present elsewhere in the practice, reschedule appointments asrequired to ensure patient compliance with recall.

Report any problemswith phone/IT systems to the Team Manager.

OTHER DUTIES

The responsibilities set out in thisdocument may change from time to time through discussion with the post holder.In addition the post holder might, at the discretion of the Senior LeadershipTeam, be required to take on other tasks in the wider interest of Bay MedicalGroup.

Person Specification

Experience

• Experience of working to deadlines.
• Experience of working as part of a team to achieve outcomes.
• Previous office Experience.
• Experience of Microsoft Office 365 Software (Word/ Outlook/ Excel etc).
• Knowledge of medical terminology.
• Experience of working in general practice or hospitals in administrative or patient facing role.
• Use of Snomed codes.
• Knowledge of data coding and input procedures.

Characteristics

• Focussed on delivering a quality service.
• Team player.
• Must be physically able to carry out all tasks necessary (see job description).
• Reliable and flexible to cover absences.
• Presentable and tidy appearance.

Qualifications

• Good level of education.
• Must be prepared to attend training courses as required.
• GCSE English and Maths.

Skills and Abilities

• Coping under pressure in a busy environment.
• Able to demonstrate understanding of confidentiality.
• Confident working with people over the telephone.
• Able to work effectively and efficiently with accuracy.
• Excellent verbal and written communication skills.
• Demonstrate motivation, reliability, and ability to work using own initiative or as part of a team.
• Attention to detail and able to work as part of a team is essential.

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.

£24,070 to £24,833.10 a yearsalary shown is pro rata based on 37.5 hours per week