Admin Assistant in Luton

Lea Vale Medical Group have an exciting opportunity for an organised, motivated Administration Assistant to join our busy and supportive GP practice. This is a varied and rewarding role supporting clinicians, colleagues and patients to ensure services run smoothly and safely. This is an excellent opportunity for someone who enjoys working in a fast-paced environment, takes pride in high-quality administrative work, and wants to be part of a team that makes a real difference to patient care every day. Medical Secretary experience is welcomed but not essential, as full training will be provided.

Main duties of the job

We are looking for someone to undertake a variety of administrative duties to assist in the smooth running of the practice including scanning, completing tasks and identifying patients for review. You will process clinical correspondence safely and efficiently ensuring that it is accurately coded. You will ensure you pass appropriate issues to GPs and other members of the practice clinical team.

If you are a well organised person, who thrives in a busy working environment where no two days are the same, we would love to hear from you. We would particularly welcome applications from individuals who are:

• Experienced medical administrators, with excellent IT and typing skills;
• Adaptable and friendly, with strong administration, time management and organisational skills;
• Excellent communicators able to work in a confidential and discreet manner;
• Able to "think on their feet" in a busy working environment;
• Able to multi-task, work hard and maintain a high level of attention to detail, when under pressure;
• Able to work as part of a multi-disciplinary team, as well as comfortable working independently.

About us

Lea Vale Medical Group is a friendly, patient-focused GP practice committed to working, learning, innovating and improving together. We value teamwork, professionalism and mutual support, and we aim to create an environment where staff feel respected, developed and able to do their best work.

We offer a supportive induction, ongoing training and development opportunities, and a competitive benefits package including the NHS Pension Scheme and Vivup employee benefits platform. You will be joining a team that takes pride in its work, supports one another, and is focused on delivering high-quality care to our local community.

Job responsibilities

Key Responsibilities

• Provide comprehensive administrative support to ensure the smooth and efficient running of the practice.
• Process incoming clinical correspondence, including accurately coding diagnoses, procedures and investigations, and identifying required follow-up actions.
• Complete and manage medical secretary referrals in line with clinical instructions and agreed practice protocols.
• Ensure all documentation is processed in a timely, accurate and confidential manner.
• Undertake general clerical duties including scanning, post handling, filing and task management.
• Use the practices digital systems, including Anima, to manage administrative workflows, tasks and patient communication.
• Ensure tasks are prioritised, actioned and allocated appropriately in line with practice guidance.
• Maintain accurate and up-to-date electronic records in accordance with information governance requirements.
• Demonstrate flexibility and willingness to adapt to changes in digital systems and ways of working (training provided).
• Contact patients via telephone, SMS, letter or digital systems to arrange appointments, reviews and follow-ups.
• Support chronic disease management by identifying patients for recalls, immunisations and screening programmes.
• Communicate clearly, professionally and sensitively with patients, particularly where information may be distressing.
• Respond to patient queries within own scope of responsibility, escalating where appropriate.

Clinical Safety & Escalation

• Identify complex, urgent or high-risk information within correspondence, tasks or patient communications.
• Escalate safeguarding concerns, clinical risks or urgent issues promptly to the appropriate clinician.
• Work in accordance with agreed practice protocols to support patient safety and continuity of care.
• Maintain strict confidentiality and comply with data protection, safeguarding and information governance policies.

Team Working & Service Delivery

• Work collaboratively with the administrative and clinical teams to deliver a safe, effective and responsive service.
• Provide cover for colleagues during periods of sickness or annual leave as required.
• Contribute positively to team communication, service improvement and quality initiatives.
• Participate in training, induction and development activities to maintain skills and knowledge relevant to the role.

Person Specification

• Educated to GCSE level or equivalent.
• GCSE Mathematics & English (C or above).
• NVQ Level 2 in Health and Social Care.

Skills

• Excellent communication skills (written and oral).
• Clear, polite telephone manner.
• Competent in the use of Office and Outlook.
• Effective time management (Planning & Organising).
• Ability to work as a team member and autonomously.
• Good interpersonal skills.
• Problem solving & analytical skills.
• Ability to follow policy and procedure.
• Experience in using Systmone.

Other requirements

• Understanding of confidentiality and safeguarding.
• Flexibility to work outside of core office hours.

Experience

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a health care setting.

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.