Job summary An exciting opportunity has become available for a full time (Monday to Friday) Compliance and Administrative Assistant at Ripon Spa Surgery, a busy friendly semi-rural Practice. This role combines administrative support with compliance oversight to ensure the smooth running of our practice and the highest standards of care for our patients. Teamwork is essential to this role as you will be working within our already well-established administration team. The role will also involve helping the reception team during absences. The ideal candidate must be able to work under pressure, have good organisation and computer skills, able to prioritise and to be able to use own initiative. We are seeking enthusiastic applicants. The role is varied and would suit an individual who has previous GP Practice experience; however, full training will be provided to the successful candidate. The position will be particularly suitable for someone willing to develop their skills in an evolving position. Prior experience in the NHS or a GP practice is beneficial, it is not essential. Training will be provided to help develop the skills that are needed. Main duties of the job Main Job role and Responsibilities include: Administrative Duties: Coding of letters, administrative duties, managing incoming emails, actioning tasks from healthcare professionals and colleagues due to patient care, booking patient appointments for their long term condition reviews and answering queries, being part of a team and supporting colleagues with other administrative work. Compliance Duties: Practice website and social media up to date, premises and equipment checks - making sure the practice is up to date and compliant. Reception Support: Assisting the reception team by covering, during absences and other ad hoc time. About us Are you looking to work in a practice where teamwork, dedication and a friendly atmosphere are at the heart of everything we do ? At Ripon Spa Surgery, we take pride in delivering high-quality care to our patients while fostering a supportive and collaborative work environment for our staff. Our dedicated team includes doctors, practice nurses, advanced clinical practitioners (ACPs), pharmacist, receptionists, dispensers and administration professionals - all working together to ensure the smooth running of the practice. Teamwork: collaboration is our strength. Every member of our team is valued and supported, ensuring we work together effectively to provide the best care for our patients. Friendly Atmosphere: We believe that a happy team creates a positive environment. Our practice is a welcoming and enjoyable place to work, where everyone supports each other. Dedication to Excellence: Quality care for our patients is our top priority. We strive to deliver high-quality primary care services ensuring our patients receive the best possible care and support. Innovative Approach: our practice embraces innovation and continually seeks ways to improve our services, including the use of modern technology and patient-centred care models. Date posted 20 January 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A5428-25-0000 Job locations Ripon Spa Surgery Park Street Ripon North Yorkshire HG4 2BE Job description Job responsibilities Job Summary: The Compliance and Administrative Assistant plays a critical dual role in ensuring the GP practice adheres to regulatory requirements and maintains high standards of operational efficiency. Administration role includes the day to day running of the Practice, working autonomously and as part of a team. Main Job role and Responsibilities include: Administrative Duties: Clinical coding of all incoming letters computer data entry Registration of new patients this includes online access for patients Managing and actioning day-to-day tasks, including emails. Handling long-term condition monitoring and booking patients for clinic appointments. Notifying patients of their test results and managing the telephone results line as part of the team. To have knowledge of all practice procedures and to work in accordance to written protocols Organising, implementing and liaising with GPs and patients for Patient Participation Group Meetings. Supporting the team with other general administrative duties as required Compliance Duties: Ensuring the practice complies with legal requirements and internal policies Performing routine risk assessments to help the practice understand compliance risk, scope and significance. Keeping website and social medial information accurate and up to date Conducing premises and equipment checks to maintain a safe and complaint environment, e.g. fire alarm testing, emergency light testing, medical equipment calibration, health and safety compliance. Reception Support: Assisting the reception team by covering, during absences and other ad hoc time. Knowledge To be able to understand the efficiency and urgency of each task To be aware of patient confidentiality within medical records To have knowledge of all practice procedures and to work in accordance to written protocols Skills Excellent IT skills To be able to understand the role that has been implemented and to manage own workload accordingly Readily identifies own limitations and will seek help when appropriate Ability to work as a team member as well as autonomously Ability to manage multiple tasks, prioritise workload and meet deadlines Strong attention to detail to ensure accuracy in compliance documentation and reporting Confidentiality Have a thorough awareness and understanding of the importance of patient confidentiality. Ability to handle sensitive information with the utmost professionalism. Ensure following confidentiality guidelines with incoming and outgoing post Understands and follows through protocols In the performance of the duties outlined in this job description, the post holder will have access to confidential information relating to patients. This information 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. There is restricted access on the SystmOne clinical system to each member of staff. This is to protect the practice and staff members. Job description Job responsibilities Job Summary: The Compliance and Administrative Assistant plays a critical dual role in ensuring the GP practice adheres to regulatory requirements and maintains high standards of operational efficiency. Administration role includes the day to day running of the Practice, working autonomously and as part of a team. Main Job role and Responsibilities include: Administrative Duties: Clinical coding of all incoming letters computer data entry Registration of new patients this includes online access for patients Managing and actioning day-to-day tasks, including emails. Handling long-term condition monitoring and booking patients for clinic appointments. Notifying patients of their test results and managing the telephone results line as part of the team. To have knowledge of all practice procedures and to work in accordance to written protocols Organising, implementing and liaising with GPs and patients for Patient Participation Group Meetings. Supporting the team with other general administrative duties as required Compliance Duties: Ensuring the practice complies with legal requirements and internal policies Performing routine risk assessments to help the practice understand compliance risk, scope and significance. Keeping website and social medial information accurate and up to date Conducing premises and equipment checks to maintain a safe and complaint environment, e.g. fire alarm testing, emergency light testing, medical equipment calibration, health and safety compliance. Reception Support: Assisting the reception team by covering, during absences and other ad hoc time. Knowledge To be able to understand the efficiency and urgency of each task To be aware of patient confidentiality within medical records To have knowledge of all practice procedures and to work in accordance to written protocols Skills Excellent IT skills To be able to understand the role that has been implemented and to manage own workload accordingly Readily identifies own limitations and will seek help when appropriate Ability to work as a team member as well as autonomously Ability to manage multiple tasks, prioritise workload and meet deadlines Strong attention to detail to ensure accuracy in compliance documentation and reporting Confidentiality Have a thorough awareness and understanding of the importance of patient confidentiality. Ability to handle sensitive information with the utmost professionalism. Ensure following confidentiality guidelines with incoming and outgoing post Understands and follows through protocols In the performance of the duties outlined in this job description, the post holder will have access to confidential information relating to patients. This information 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. There is restricted access on the SystmOne clinical system to each member of staff. This is to protect the practice and staff members. Person Specification Qualifications Essential Good standard of education - educated to GCSE level or equivalent Excellent communication skills (written and oral) Hard working Excellent IT skills Ability to multi-task Clear polite telephone manner Ability to work as a team member and autonomously Effective time management & ability to work under pressure Ability to follow policies and procedures Desirable Experience of working in a healthcare setting (experience in working a GP setting desirable) Knowledge of medical terminology Experience of Clinical Systems (SystmOne) Person Specification Qualifications Essential Good standard of education - educated to GCSE level or equivalent Excellent communication skills (written and oral) Hard working Excellent IT skills Ability to multi-task Clear polite telephone manner Ability to work as a team member and autonomously Effective time management & ability to work under pressure Ability to follow policies and procedures Desirable Experience of working in a healthcare setting (experience in working a GP setting desirable) Knowledge of medical terminology Experience of Clinical Systems (SystmOne) 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 Ripon Spa Surgery Address Ripon Spa Surgery Park Street Ripon North Yorkshire HG4 2BE Employer's website https://www.thesurgeryparkstreet.co.uk/ (Opens in a new tab)