Administrative Assistant

We are seeking a motivated and enthusiastic Admin Assistant to join a well-established team offering support for the clinical team. This is a varied and interesting role and if you are someone with a sharp eye for detail, have a positive attitude and a genuine desire to support patients and contribute to making a difference, we would love to hear from you.

• Provide general admin services to the practice as part of Admin Team.
• Managing workflow of clinical correspondence including documents received electronically as well as scanning and attaching documents to patient records.
• Recording diagnoses, procedures and investigations.
• Manage patient referrals through the eReferral system, ensuring correct referral routes, templates and forms are used.
• Working to agreed practice protocols.
• Other duties commensurate with the role of Admin Assistant.

Eastgate Medical Group is a large training practice based in Hornsea with other sites in Aldbrough (branch site) and Hull (Hastings Medical Centre). As part of the Yorkshire Coast and Wolds PCN in East Yorkshire and Symphonie PCN in Hull, we are a busy forward-thinking organisation striving to provide high quality patient care. The Team is led by 9 GP-Partners, with support from Salaried GPs, Advanced Clinical Practitioners, Nurse-Prescribers, Long-term Conditions Nurses and Healthcare Assistants. The clinical team is well-supported by Care Navigators, Dispensers and Administrative staff. We offer a wide range of services to support patients' health needs.

• Manage patient referrals through the eReferral system, ensuring correct referral routes, templates and forms are used.
• Type clinical letters, patient referrals, non-NHS letters and reports accurately and promptly.
• Invite patients to attend the surgery to discuss results or follow-up investigations as directed.
• Receive, open and process incoming mail, emails, e-documents and clinical correspondence in line with practice protocols.
• Enter coded information into patient medical records as indicated.
• Digitise patient medical records in accordance with practice procedures.
• Photocopy medical records or extracts under the Access to Records and Data Protection Acts, and photocopy other documents as required.
• Process non-NHS workload using iGPR software where appropriate.
• Carry out tasks assigned by GPs, nurses and other clinical or administrative staff.
• Taking minutes at meetings.
• Provide cover during staff sickness, absence or busy periods.
• Handle patient enquiries professionally and courteously, maintaining confidentiality at all times.
• Liaise with hospitals, community services and other third parties to support patient care and administrative processes.
• Maintain strict confidentiality at all times in line with practice policies and GDPR requirements.
• Ensure all work complies with relevant legislation, including Data Protection and Access to Records.
• Work to practice policies and protocols.

This job description outlines the key duties of the role but is not exhaustive. You may be required to undertake other duties commensurate with the role to support the smooth running of the practice. Duties and rotas may be amended to meet business needs, and notice will be given of any proposed changes.

• Accuracy and attention to detail.
• Ability to work in a team and unsupervised.
• Problem solving and analytical skills.
• Ability to follow protocols and policies.
• Understanding of General Data Protection Regulation.

• NVQ Level 3 in Business Administration (or equivalent qualification), or ability to demonstrate equivalent knowledge and skills through relevant experience.

• Proven experience of carrying out administrative responsibilities in a high-demand setting, with a strong focus on accuracy and meeting deadlines.
• Experience of working in a customer/patient facing role.
• Working in primary care.
• Use of EMIS Web or SystmOne.

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.