Admin Assistant

Lea Vale Medical Group; Luton; On-site; GBP 20,000 - 24,000; Full time

Job summary

A supportive GP practice in Luton is seeking a motivated Administration Assistant to enhance patient care by managing administrative tasks effectively. The role involves processing clinical correspondence, handling referrals, and liaising with patients. Strong communication and organisational skills are essential. Previous medical secretary experience is beneficial but not mandatory, as full training is provided. This opportunity offers ongoing support and a commitment to professional development.

Benefits

NHS Pension Scheme

Vivup employee benefits platform

Ongoing training and development opportunities

Qualifications

• Educated to GCSE level or equivalent.
• Experience in administrative duties in a healthcare setting.
• Understanding of confidentiality and safeguarding.

Responsibilities

• Provide comprehensive administrative support for the practice.
• Process clinical correspondence and manage referrals.
• Contact patients to arrange appointments and reviews.

Skills

Excellent communication skills

Competent in Office and Outlook

Effective time management

Problem solving & analytical skills

Education

GCSE Mathematics & English (C or above)

NVQ Level 2 in Health and Social Care

Tools

Systmone

Job description

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'd 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 Vivupemployee 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

1. Administrative & Medical Secretary Duties

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, includingAnima, 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

4. 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

5. 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

Qualifications

• 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

Disclosure and Barring Service Check

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.