Administrative Assistant

We are looking for a motivated and enthusiastic Administrative Assistant to join Wood Lane Medical Centre on a 6 month fixed term contract, working 20 hours per week (Mon-Fri, 1pm-5pm).

The role provides essential administrative support to our busy GP surgery, including managing incoming emails, liaising with community services, handling Subject Access Requests and medical reports and helping recall patients for annual reviews.

The right candidate will be organised, flexible, confident in communication and keen to learn. Experience with EMIS, Docman or similar is an advantage but full training will be given.

Wood Lane Medical Centre is a friendly, welcoming practice caring for over 11,200 patients. We offer a supportive team environment, full training, a competitive rate of pay and access to the NHS Pension Scheme. Convenient transport links and a positive, collaborative culture make this an excellent opportunity for someone who wants meaningful, varied administrative work within the NHS.

Main duties of the role include:

• Actioning incoming emails and managing daily administrative communication.
• Liaising with community services to support patient care and information flow.
• Processing Subject Access Requests and handling medical reports from third parties.
• Recalling patients for annual reviews and ensuring follow up actions are completed.
• Using clinical or document management systems such as EMIS or Docman (training provided).
• Adhoc administrative support.

Wood Lane Medical Centre is a well established and busy general practice located in Ruislip. The surgery provides primary care services to a population of over 11,200 registered patients, offering a broad range of general medical services within a welcoming and supportive environment.

The practice is staffed by a dedicated multi disciplinary team, comprising both clinical and administrative professionals who work collaboratively to deliver high quality, patient centred care.

The surgery operates Monday to Friday, from 8.00am to 6.30pm, ensuring accessible healthcare provision throughout the working week.

Conveniently situated close to local shops and strong public transport links, including the London Underground and multiple bus routes, Wood Lane Medical Centre is easily accessible for patients, staff and visitors.

The organisation is committed to fostering a supportive, friendly and efficient working culture, underpinned by high standards of professionalism, patient service and teamwork. Staff members are encouraged to contribute to continuous improvement and to uphold the practices longstanding reputation for excellent primary care.

Job Summary:

To provide administrative support and services to all members of the practice team.

Administrative support

Provide administrative support to members of the primary healthcare team in the following areas ensuring appropriate practice records are kept up to date:

• Message handling and actions
• Management of incoming insurance reports, SARS, iGPR etc
• Monitor and Action SARS/DOCMAN/WLMC email boxes
• Documenting and allocating Private Letter requests
• Review and action incoming BLINX admin requests
• DOCMAN:
  Cover DOCMAN when DOCMAN administrator on leave
• Whole notes filing
• File Cervical Screening Letters
• Allocating documents when required
• Secretarial Support when required
• Call / recall for QOF and Enhanced Services
• Ensure total familiarity with all appointment systems (surgery & HUB)
• Cover Reception/Overflow telephone calls when required
• Additional adhoc support when required

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making…