This vacancy is advertised by Hartlepool & Stockton Health on behalf of West View Millennium Surgery. We are seeking a highly organised, reliable, and motivated individual to join the practice team in a part-time administrative support role. Working 16 hours per week, the postholder will play an essential part in supporting the smooth running of the Practices daily administrative functions. This role requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment. The successful candidate will provide effective administrative support to GPs, the Practice Manager, and the wider clinical team. This includes managing documentation, supporting communication within and outside the Practice, and ensuring the accurate handling of patient information and correspondence. Main Duties and Responsibilities The postholder will be responsible for a wide range of administrative duties, including but not limited to the following: Supporting the day-to-day administrative functions of the practice. Maintaining an up-to-date understanding of Practice policies, procedures, and protocols. Applying knowledge of medical terminology in correspondence and record-keeping. Liaising professionally with patients, hospitals, Social Services, and other external agencies to support patient care and ensure effective communication. Responding to telephone and face-to-face enquiries, managing calls, taking messages, and resolving basic queries where appropriate. Managing general office duties including photocopying, emailing, filing, and handling incoming and outgoing post. Maintaining accurate patient records and ensuring all documentation is securely filed and properly updated in the clinical system. Assisting with data collation for audits, reports, and quality improvement initiatives. Providing administrative cover for colleagues during periods of sickness or annual leave. Ordering and monitoring office stationery and supplies in liaison with the Deputy Manager. Specialist Administrative Tasks In addition to general administrative support, the postholder will be expected to: Handle medical records using the IGPR system and process Subject Access Requests (SARs) in line with data protection regulations. Oversee safeguarding administration and manage child surveillance cases on behalf of clinicians. Ensure appropriate handling of patient consent forms, especially where cognitive impairment or concerns about coercion are identified. Supervise and delegate appropriate tasks to the Secretarial Assistant and General Practice Assistant. Complete and prepare reports, including insurance reports, GP reports, and safeguarding reports. Take minutes at meetings (including clinical and admin meetings), and ensure timely and accurate transcription and circulation. Manage external requests for medical record access and provide document workflow and data entry cover when needed. Mail & Typing Responsibilities Process internal and external mail, including electronic communications. Coordinate and dispatch outgoing post, including management of the weekly PCSE bag. Provide high-quality typing and word processing services for GPs and other healthcare professionals, including letters, patient referrals, advice notes, reports, and meeting minutes. IT & Referral Support Use IT systems accurately and effectively, particularly the e-referral system, to manage and process patient referrals. Maintain the clinical computer system securely, ensuring all updates are accurate and confidential. Perform clinical searches, respond to assigned tasks within the system, and liaise with PCSE on registration or records queries. Person Requirements The ideal candidate will demonstrate: Proven administrative experience, preferably in a healthcare or general practice setting. Familiarity with medical terminology and the ability to understand and process clinical correspondence. Excellent verbal and written communication skills. Strong organisational and time-management abilities. Ability to work independently and use initiative while remaining a collaborative team player. A respectful and empathetic approach to working with patients and colleagues. Confidence in using IT systems, including Microsoft Office and clinical systems (e.g. SystmOne or EMIS). This is a rewarding and varied role ideal for someone who thrives in a busy environment and is passionate about supporting high-quality patient care through effective administration.