AdministratorNHS

Job summary

This role will be 25 hours per week to be worked over 5 days.

Closing date: 31st August 2026

Job Summary

To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to teams as required. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Main duties of the job

Primary Responsibilities

The following are the core responsibilities of the Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Undertake a broad spectrum of administrative duties
• Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Process referrals using the electronic referral system (ERS)
• Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Process incoming and outgoing mail
• Answer incoming phone calls and dealing with the callers requests appropriately
• Process changes to patient registration, deduction of record and new patient registration
• Transcribe and circulate minutes, protocols, memos etc. for clinical team as required.
• Keep up to date information, e.g. consultant details, hospital information, etc.
• Undertake photocopying as required
• Maintain a clean, tidy, effective working area at all times
• To provide cover for members of the administration teams during periods of sickness and annual leave.
• Be responsible for own workload and ensure daily tasks are dealt with and prioritised appropriately.

Job description

Wider Responsibilities

In addition to the primary responsibilities, the administrator may be requested to:

• Participate in any audits as directed
• Participate in local initiatives to enhance service delivery and patient care
• Support and participate in shared learning

Generic Responsibilities

All staff at Ammonite Health Partnership have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates and environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post-holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

• Health and Safety at Work Act 1974
• Environmental Protection Act 1990
• Environment Act 1995
• Fire Precautions (workplace) Regulations 1999
• Other statutory legislation which may be brought to the post holders attention.

Confidentiality

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of the organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice and to discuss, highlight and collaborate with the team to create opportunities to improve patient care.

This practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice. All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Induction Training

We will provide a full induction programme, and management will support you throughout the process.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post-holder to assess their own learning needs and undertake learning as appropriate.

The post-holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences). The post-holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative Working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments, and the post-holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and to work effectively with others to clearly define values, direction and policies impacting upon care delivery.

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence. Plans and outcomes by which to measure success should be agreed.

Managing information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.

Data should be reviewed and processed using accurate SNOMED codes to ensure easy and accurate information retrieval for monitoring and audit processes.

Service Delivery

Staff will be given detailed information during the induction process regarding policy and procedure.

The post-holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are adhered to at all times.

Security

The security of the organisation is the responsibility of all personnel. The post-holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.

Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.

Professional conduct, uniforms and appearance

All staff are required to dress appropriately for their role and in accordance with the organisations Uniforms, Dress and Appearance Policy. All staff members are to ensure that their conduct is commensurate with line management expectations and practice protocol.

About us

Ammonite Health Partnership is made up of 3 Practices. These are Tunnel Road Surgery in Beaminster, Pound Piece Surgery in Maiden Newton, and Bridport Medical Centre in Bridport.

Our current team includes: 8 GP partners, 4 Salaried GP, 5 Advanced Clinical Practitioners, 1 Visiting Paramedic, PCN pharmacy team, PCN social prescribing team, with comprehensive PCN based frailty and community care cover, Reception and Administrative teams.

A GP led triage hub contributes to workload management, to reduce workload and maximise clinically relevant face to face consultations. An experienced workflow team minimises document processing with pharmacist input for discharge and other medication management.

Ammonite Health Partnership is a member of Jurassic PCN, covering approximately 60% of the PCN patient population.