Job summary St. Johns Group Practice currently have a vacancy for a Administrator to work over 28 hours, 4 days a week. The ideal candidate will be have high standards both organisational and communication skills. We use Optum systems (previously known as EMIS Web). Main duties of the job To provide general administrative duties and secretarial support to the practice, involving word processing and audio typing skills with general clerical work. About us The practice is in the village of Balby, Doncaster. We are part of Doncaster Central PCN. We offer access to the NHS pension scheme, free staff parking and a generous annual leave entitlement. We are a long-established training practice, including GP registrars and medical students. We have good transport links with access to the A1 motorway (less than 2 miles) and the M18 (less than 3 miles). Our team consists of; 3 GP partners and 2 salaried GPs. Practice Manager. Finance Manager. Nurse Manager, 3 nurses, 1 nurse associate and 2 healthcare assistants. Admin Supervisor, 3 administrators, 1 medical secretary. Reception Supervisor, 1 prescription lead, 8 receptionists. We also have in-house clinical pharmacists and physiotherapists that work alongside our team. Date posted 28 March 2025 Pay scheme Other Salary Depending on experience National Minimum Wage Contract Permanent Working pattern Part-time Reference number A1884-25-0001 Job locations Greenfield Lane Balby Doncaster South Yorkshire DN4 0TH Job description Job responsibilities To assist the administrative supervisor with all clerical and administrative duties. To make appointments, bookings and admissions as required. To liaise and arrange meetings as required and where necessary to attend meetings and take minutes. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. Maintain adequate supplies of office stationery To receive and dispatch mail and maintain a pending system. To ensure read coding is input correctly and accurately Expedite appointments/tests as required. To assist with the patient recall system To summarise patient records efficiently and in a timely manner To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, booking electronic referrals etc. in an accurate and quality manner. You may be requested to undertake duties/tasks that have not been identified in this job description these will be discussed prior to undertaking them. 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 effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Job description Job responsibilities To assist the administrative supervisor with all clerical and administrative duties. To make appointments, bookings and admissions as required. To liaise and arrange meetings as required and where necessary to attend meetings and take minutes. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. Maintain adequate supplies of office stationery To receive and dispatch mail and maintain a pending system. To ensure read coding is input correctly and accurately Expedite appointments/tests as required. To assist with the patient recall system To summarise patient records efficiently and in a timely manner To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, booking electronic referrals etc. in an accurate and quality manner. You may be requested to undertake duties/tasks that have not been identified in this job description these will be discussed prior to undertaking them. 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 effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Person Specification Experience Essential Administrative experience: 1 year (required) Qualifications Essential GCSE English Grade C or above GCSE Math Grade C or above Person Specification Experience Essential Administrative experience: 1 year (required) Qualifications Essential GCSE English Grade C or above GCSE Math Grade C or above 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. Employer details Employer name St Johns Group Practice Address Greenfield Lane Balby Doncaster South Yorkshire DN4 0TH Employer's website https://www.stjohnsgrouppractice.com/ (Opens in a new tab)