Join our Clinical Admin Team as an Admin Assistant and play a vital role at the heart of patient care. This is a dynamic, developmental position where no two days are the same—you’ll be the first point of contact for patients, helping them access the services they need while supporting clinicians behind the scenes.
From managing appointments and handling patient queries to processing clinical data and supporting referrals, you’ll gain hands‑on experience across all areas of healthcare administration. You’ll develop valuable skills in communication, organisation, and clinical systems, with opportunities to grow and progress within the team.
We’re looking for someone who is approachable, adaptable, and motivated to learn, someone who thrives in a fast‑paced environment and is passionate about making a difference to patient experience. If you enjoy working with people, take pride in accuracy and confidentiality, and want to build a meaningful career in healthcare, we’d love to hear from you.
Main duties of the job
You’ll support the smooth day‑to‑day running of a busy clinical environment by handling a wide range of administrative tasks. This includes being a first point of contact for patients, managing enquiries in person and over the phone, and helping people access the right services.
You’ll be responsible for processing and updating patient information, coordinating appointments, and ensuring accurate records are maintained. The role also involves supporting clinicians with administrative tasks, managing incoming and outgoing communications, and helping to keep systems and workflows organised and up to date.
Working as part of a team, you’ll help ensure information flows efficiently, deadlines are met, and patients receive a high standard of service. This is a varied role that requires strong organisation, attention to detail, and the ability to prioritise tasks in a fast‑paced environment.
The role is on a part time basis for a fixed term period of 6 months. The successful candidate will be required to work Monday, Tuesday and Thursday, 7.5 hours per day, with shifts rostered between the hours of 8am and 6.30pm.
About us
At The Whalebridge Practice, we are a friendly and forward‑thinking GP practice based in Swindon, committed to delivering high‑quality, patient‑centred care to our local community. As part of a wider Primary Care Network, we work collaboratively with neighbouring practices and community services to provide holistic support that meets the diverse needs of our patients.
Our team is made up of dedicated clinicians, healthcare professionals, and support staff who value teamwork, respect, and open communication. We foster a supportive and inclusive working environment where everyone’s contribution is recognised, and staff are encouraged to develop and grow in their roles.
We are passionate about innovation and continuously look for ways to improve services and patient outcomes. Staff well‑being is important to us, and we promote a positive work‑life balance alongside opportunities for training, development, and peer support.
Working with us means being part of a caring, motivated team that is committed to making a meaningful difference every day.
Job responsibilities
MAIN ROLE AND PURPOSE OF THE POST
This role is within the Clinical Admin Team, who support all aspects of patient care across the company. The Admin Assistant is a developmental role. They will be expected to develop the skills necessary to work in all aspects of the admin team.
Provide admin support to all clinical areas of the company.
Be a first point of contact for patients.
Assist patients to access the services that they need.
SPECIFIC RESPONSIBILITIES
The responsibilities described below are those of the clinical admin team.
Access
* Answer the telephone as a priority and respond to the caller in an appropriate manner.
* Man the reception desk. Book appointment, signpost to other services and support patients care.
Data Flow
* Action all incoming data received through electronic transfer, e‑mail and post. Ensure that it is coded and reviewed by an appropriate clinician.
* Action outgoing data through electronic transfer, e-mail, sms message or post.
Clinical Support
* Action tasks from the clinical team.
* Administer the recall system for patients with long‑term conditions.
* Monitor the uptake of all screening programmes and manage additional recalls as required.
* Apply clinical coding to patient records as appropriate.
Update the Open Exeter system updates and details may be added here as individual responsibilities. Monitor the childhood immunisation status of all children and liaise with the Child Health Department as necessary. Maintain waiting lists of patients for specialist clinics and ensure that they are given appropriate appointments.Outgoing Information
* Ensure that referrals are processed in accordance with national timelines and liaise with the referral management centre as necessary.
* Audio type patient referrals and submit them through the E‑Referral system.
* Deal with any referral queries from clinicians and patients.
* Assist patients where necessary to make outpatient appointments.
* Action requests for medical reports, including liaising with patients to confirm consent is obtained and finance to confirm payment is received.
* Action Subject Access Requests in line with GDPR legislation.
* Action applications for registrations ensuring that patients provide all necessary information and are made aware of consent to share information and online access to records.
* Action the transfer of patient records, electronically and in hardcopy.
* Summarise hardcopy records to ensure the electronic record is complete.
* Ensure that SystmOne is reconciled to PCSE through GPLinks.
* Return hardcopy records to PCSE for patients who are no longer registered.
GENERAL RESPONSIBILITIESConfidentiality
* You shall comply with the General Data Protection Regulations when processing personal data for patients and staff.
* You must be aware of the Caldicott Principles as they affect your work. You can address any questions in relation to this to your line manager.
* Any data breaches should be reported immediately to the Data Protection Officer.
* All enquiries from the media must be referred to a Director.
Health and Safety
* All employees have a statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as soon as they are identified.
* All staff must contribute to the management of risk. This requires them to assess the risk in all situations, take appropriate actions to mitigate any risks identified and report all hazards, incidents and near misses.
* All building occupied by staff are non‑smoking environments. No‑one may smoke or vape in the building. Staff who smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. It is intended to be flexible and subject to amendment in the light of changing circumstances and following consultation with the post holder.
Person Specification
Qualifications
* Received a basic education
* English Language GCSE at grade C or above or equivalent
* Hold ECDL or other IT qualification.
Experience
* Excellent keyboard skills
* Experience of working with Microsoft Office
* Understand patient confidentiality
* Experience of managing an e‑mail account
* Be confident to speak to people both in person and on the telephone.
* Be non‑judgemental
* Flexible and able to adapt to change
* Able to prioritise workload
* Demonstrate a commitment to personal development
* Have worked in a team
* Have experience of face to face or telephone contact with the public
* Experience of SystmOne or another clinical system
* Experience of audio typing
* Demonstrate an understanding of data protection
* Understand READ coding
* Have worked in a health setting
* Have a clinical background
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.
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