Administrator in Bristol

We have the opportunity for an administrator to join our friendly and forward‑thinking team. The part‑time hours available are 22.5 hrs per week, consisting of 7.5 hour days. The main responsibilities of the post‑holder will be to provide efficient, comprehensive and confidential administrative services to the practice. The exact role will depend on the successful candidate’s availability and experience. Senior roles are available and the roles would suit candidates with previous administration experience in a healthcare setting.

About us: We are a friendly teaching practice providing primary care services in Bristol. We strive to provide an excellent clinical and administrative service to our patients with our hardworking team. We are located in the centre of Westbury on Trym in a new purpose‑built building serving our community, currently with around 12,000 patients registered.

Westbury On Trym is situated in the heart of Northwest Bristol, a beautiful area of the city for families and professionals, with an above‑average elderly population, providing an interesting mix. It is a lovely place to live and work if you are considering moving to the area. The premises are owned by the partnership and are modern, purpose‑built and inviting to staff and patients alike. You will be supported by our excellent reception manager and the whole practice team is here to help.

There is a strong team ethos within the practice, which is very important to the partners. Continuous training and development are encouraged. We are committed to a patient‑centred methodology and have an open and friendly approach, working well as a team to offer a full range of primary care services to patients.

Job responsibilities:

• To provide high quality secretarial support to the GPs and health professionals, including typing letters, reports, patient referrals, minutes, and memorandums accurately.
• Monitor email inboxes regularly and ensure that emails are responded to in a timely manner.
• Liaise and arrange meetings as required, attend meetings, and take minutes.
• Assist in the completion of medical/insurance records and private fee letters.
• Log any incoming non‑NHS work and raise invoices for any non‑NHS work that incurs a fee, checking payments and processing accordingly.
• Liaise with clinicians, patients, and colleagues throughout the completion of any non‑NHS work.
• Complete subject access reports as requested and ensure non‑NHS work is completed within specified time frames, reporting to management if there are any reasons for delays.
• Communicate with other health care professionals to ensure seamless patient care.
• Engage with patients in a friendly and professional manner while actively listening to their requests.
• Provide additional cover for members of the administration team during periods of sickness and annual leave wherever possible.
• Support the practice with patient recalls and complete ad‑hoc duties as required across all services.
• Make and receive internal and external telephone calls from staff, patients, and external agencies, ensuring messages are appropriately signposted and actioned.
• Be flexible in the role to work/cover other roles to support the demand of the services.
• Be fully conversant with all local policies and procedures and adhere to them.
• Produce clinical letters and undertake audits as directed by the management team.
• Work additional hours as the business requires, including urgent reception cover and vaccination clinic cover during peak times.

Qualifications:

• Excellent MS Office skills (Excel & Word) and confident in the use of IT.
• Ability to communicate effectively and professionally both in writing and verbally, with an excellent telephone manner.
• Ability to prioritise competing demands with excellent organisation skills.
• Attention to detail and problem‑solving skills.
• Ability to work in a small team and be a team player.
• Confident, positive outlook with a can‑do attitude.
• Ability to multitask and experience of dealing with people to maintain a high level of care.
• Self‑motivated and conscientious, with the ability to work in a busy office.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.