Administrative Assistant

About the Role

Woolpit Health Centre has an exciting opportunity for an Administrative Assistant to join our friendly and supportive administration team on a full-time basis.

We are looking for someone who is enthusiastic, reliable and organised, with a willingness to learn and develop their skills. This role would suit someone who is new to administration and looking to start a career in healthcare, as well as someone with previous administrative or healthcare experience who is looking for their next opportunity.

Duties will include:

• Monitor the practice generic email inbox, responding to enquiries from patients, healthcare professionals, and third parties in a timely and professional manner.
• Process and transfer clinical records accurately, allocating documents to appropriate clinical workflows for GP review.
• Scan, upload and code clinical correspondence onto the patient clinical system while maintaining accurate healthcare records.
• Distribute daily pathology and laboratory results to clinicians for review through the clinical system.
• Monitor and action tasks within clinical and workflow systems efficiently to support smooth practice operations.
• Process and manage administrative and clinical correspondence through the Anima workflow system.
• Handle patient, staff, and healthcare professional enquiries effectively, both face-to-face and over the telephone.
• Answer incoming calls, transferred calls appropriately, and resolved queries in a professional and confidential manner.
• Register and process new patient registrations through the Healthtech-1 portal, including medical records and deductions.
• Carry out general administrative duties including scanning, photocopying, filing, and document management.
• Support the delivery of QOF (Quality Outcomes Framework) targets by contacting patients regarding annual health reviews and appointments.
• To support the reception team with processing online requests via Anima alongside the duty GPs
• Maintain confidentiality and adhere to practice protocols to ensure consistent, high-quality patient care and compliance with NHS procedures.
• Undertake additional duties as required by the Practice Manager, Operations Manager, Administration Lead, or the GP team.

For further details, please see job description attached.

To be considered for this position, you will require the following:

• GCSE Maths and English Grade 4-9/A-C or equivalent
• Experience working with the general public
• Business administration desirable
• Competent using Office and Outlook
• Previous experience working within a healthcare environment desirable
• Excellent communication abilities and a genuine commitment to delivering high-quality patient care
• Effective time management
• Experience with in a busy customer-facing environment will also be valued

Based in the Suffolk village of Woolpit, the Health Centre aims to provide:

We provide services to over 16,000 patients who live in a practice area of 75 square miles of rural West Suffolk, straddling the A14, between Thurston in the west, and Haughley in the east.

We pride ourselves on the high standards of our care we are holders of the Royal College of General Practitioners Practice Accreditation Award, a quality mark held by only 19 practices in the UK.

Our 5 GP partners and 7 non-partner GPs lead a multidisciplinary team of nurses, health care assistants, pharmacists and midwives all of whom are based in our purpose-built premises.

• Attractive rates of pay with annual pay review (not agenda for change)
• Regular one-to-ones to aid good communication
• Generous annual leave entitlement
• Voluntary overtime when available
• Plenty of training…