Administration Assistant

About the Role

Victoria Surgery has an opportunity for an Administration Assistant to join our busy practice support team and assist in the smooth delivery of excellent patient care. This role is offered on a part time basis for 30 hours per week over four days Monday to Friday but we can be flexible so please apply to discuss.

As Admin Assistant, you'll provide essential administrative support across the practice, helping to ensure patients receive an efficient and professional service. Day‑to‑day duties will include:

• Welcome patients and visitors in a courteous and professional manner.
• Process patient requests in line with practice procedures.
• Signpost patients to the most appropriate healthcare professional or service.

• Scan, code and file clinical correspondence and documents accurately.
• Process incoming and outgoing mail and telephone calls.
• Maintain accurate patient records in accordance with GDPR and NHS confidentiality requirements.
• Support clinicians and managers with administrative tasks as required.
• Monitor shared inboxes and respond to routine enquiries.

• Communicate effectively with patients, colleagues, healthcare professionals and external organisations.
• Work collaboratively as part of the wider practice team.
• Escalate patient concerns, safeguarding issues or significant events appropriately.
• Maintain a calm and professional approach in challenging situations.

• Adhere to all practice policies, procedures and NHS guidelines.
• Maintain strict confidentiality at all times.
• Participate in mandatory training and continuous professional development.
• Support health and safety, infection control and equality and diversity standards within the practice.

We would welcome applications from organised, adaptable and friendly individuals who are keen to help us provide high levels of customer service. Applicants should have the following skills and experience:

• Well‑organised, with excellent attention to detail.
• A confident communicator, comfortable liaising with patients, GPs and external organisations.
• Computer literate, with good working knowledge of Microsoft Office; experience with clinical systems (e.g. EMIS) is an advantage but not essential, as training will be provided.
• Able to work well both independently and as part of a team.
• Discreet and professional when handling sensitive and confidential patient information.
• Previous experience in an administrative role is desirable; experience within a GP practice or wider NHS/healthcare setting is a bonus but not required.

Some flexibility is required as you will sometimes need to work additional or alternative hours to cover for colleagues.

Victoria Surgery is a friendly, well‑established GP practice serving around 11,000 patients across Bury St Edmunds and the surrounding villages. Our team of 8 GP Partners and 1 salaried GP lead a multidisciplinary team of practice nurses, healthcare assistants and dispensers, alongside Primary Care Networks staff of Paramedics, Care Coordinators, Clinical Pharmacists, Pharmacy Technicians and Social Prescriber. We are proud to be an accredited training practice, hosting GP Registrars throughout the year.

• NHS Pension Scheme
  • 23% employer contribution
• Proper Pay
  • Living Wage Foundation Accredited
• Eye‑care vouchers
• Health service discounts
• Annual Leave: minimum 33 days FTE, with enhancements for long service
• Enhanced maternity & paternity terms

Please note 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 to check for any previous criminal convictions.