Job summary
We are seeking a highly organised and customer-focused individual to join our team as a Patient Admin Services Assistant. You will play a crucial role in providing excellent customer service and ensuring the smooth operation of our healthcare facility.
Previous experience of working in Primary care would be desirable. Familiarity with EMIS would be helpful.
Main duties of the job
You will be the first contact to assist with patient enquiries, be they by phone, email, or post. The role is very varied and includes the following:
Opening up/locking-up and maintaining security of the area occupied by the practice in accordance with practice procedures
Maintaining and monitoring the practice appointments as required
Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional where appropriate
Dealing effectively with telephone and other enquiries, taking messages and passing on information to team members as necessary.
Full details of the role are in the job description attached.
About us
The Heron Practice, is a dynamic,multi-award-winning teaching Partnership, serving patients in the community for more than 30 years, in the Woodberry Wetlands region looking after circa 12,000 patients.
Located close to Manor House underground station, offering a friendly and supportive working environment. We are looking for PAs of all experience levels to join us on our mission to provide accessible care to our patients. Full complement of staff including Salaried Doctors, Clinical Pharmacist, Practice Nurses, Physician Associate, Health Care Assistants, Physiotherapists, Paramedic, Social Prescriber, Mental Health Practitioner, Reception/Secretarial/Admin staff round out our team.
Details
Date posted
17 February 2026
Pay scheme
Other
Salary
£24,375 a year
Contract
Permanent
Working pattern
Full-time, Compressed hours
Reference number
A
Job locations
John Scott Health Centre
Green Lanes
London
N4 2NU
Job description
Job responsibilities
Responsiblities:
The duties and responsibilities to be undertaken when in the services team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Patient Services Supervisor and dependent on current and evolving practice workload and staffing levels:
Opening up/locking-up and maintaining security of the area occupied by the practice in accordance with practice procedures
Maintaining and monitoring the practice appointments as required
Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional where appropriate
Dealing effectively with telephone and other enquiries, taking messages and passing on information to team members as necessary
Processing new patient registrations and removing/transferring existing patients, including the in/out movement of patient records, as required
Processing repeat prescriptions in accordance with practice protocols, including requests sent via Patient Online Access.
Entering requests for home visits onto the clinical system, ensuring careful recording of all relevant details and where necessary refer to the Duty Doctor.
Contacting patients informing them of any action which may have been taken following their completion of E-consult forms, for example advise a prescription has been done.
Undertaking computer data entry/data allocation and collation; processing and recording information in accordance with practice protocols
Filing patient notes, clinical letters/results and other correspondence as well as undertaking general administrative duties such as photocopying and scanning as required
Clearing and re-stocking consulting rooms as required
Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Processing and distributing incoming (and outgoing) mail as required
To provide comprehensive administrative support to members of the multi-disciplinary practice team as required. This means using other NHS/third party computer systems to produce letters, reports and correspondence as well as photocopying and filing etc
To be responsible for scanning, marry up of medical records, data entry, notes summarising and file maintenance/archiving etc. as required and in accordance with practice protocols and procedur
To receive, open and distribute incoming mail, responding to routine matters where appropriate.
To deal effectively with referrals and other tasks as required.
To deal effectively with telephone and other enquiries relating to the Practice, communicating information to and from team members as necessary.
To liaise with other NHS organisations/staff and outside agencies regarding patient or practice matters on behalf of the clinical team.
To set up meetings, prepare agendas, take minutes and distribute notes of meetings as required.
To be responsible for arranging and maintaining adequate levels of stationary and other general office supplies.
To maintain appropriate records and prepare reports/statistics as required.
To assist with monthly, quarterly and annual performance returns and payment claims as required.
Providing cover as required in the absence of a team member(s).
To attend practice meetings as required and take minutes.
To participate in planned programmes of training and to undertake mandatory training as required.
Produce and circulate regular monitoring reports.
Assist the Management Team/Partners in ensuring compliance with contracts and specifications as required
Job description
Job responsibilities
Responsiblities:
The duties and responsibilities to be undertaken when in the services team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Patient Services Supervisor and dependent on current and evolving practice workload and staffing levels:
Opening up/locking-up and maintaining security of the area occupied by the practice in accordance with practice procedures
Maintaining and monitoring the practice appointments as required
Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional where appropriate
Dealing effectively with telephone and other enquiries, taking messages and passing on information to team members as necessary
Processing new patient registrations and removing/transferring existing patients, including the in/out movement of patient records, as required
Processing repeat prescriptions in accordance with practice protocols, including requests sent via Patient Online Access.
Entering requests for home visits onto the clinical system, ensuring careful recording of all relevant details and where necessary refer to the Duty Doctor.
Contacting patients informing them of any action which may have been taken following their completion of E-consult forms, for example advise a prescription has been done.
Undertaking computer data entry/data allocation and collation; processing and recording information in accordance with practice protocols
Filing patient notes, clinical letters/results and other correspondence as well as undertaking general administrative duties such as photocopying and scanning as required
Clearing and re-stocking consulting rooms as required
Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Processing and distributing incoming (and outgoing) mail as required
To provide comprehensive administrative support to members of the multi-disciplinary practice team as required. This means using other NHS/third party computer systems to produce letters, reports and correspondence as well as photocopying and filing etc
To be responsible for scanning, marry up of medical records, data entry, notes summarising and file maintenance/archiving etc. as required and in accordance with practice protocols and procedur
To receive, open and distribute incoming mail, responding to routine matters where appropriate.
To deal effectively with referrals and other tasks as required.
To deal effectively with telephone and other enquiries relating to the Practice, communicating information to and from team members as necessary.
To liaise with other NHS organisations/staff and outside agencies regarding patient or practice matters on behalf of the clinical team.
To set up meetings, prepare agendas, take minutes and distribute notes of meetings as required.
To be responsible for arranging and maintaining adequate levels of stationary and other general office supplies.
To maintain appropriate records and prepare reports/statistics as required.
To assist with monthly, quarterly and annual performance returns and payment claims as required.
Providing cover as required in the absence of a team member(s).
To attend practice meetings as required and take minutes.
To participate in planned programmes of training and to undertake mandatory training as required.
Produce and circulate regular monitoring reports.
Assist the Management Team/Partners in ensuring compliance with contracts and specifications as required
Person Specification
Experience
Essential
* Proven administrative experience.
* Proven experience of working in an office environment in an NHS setting.
* Good telephone manner.
* Ability to maintain a high level of confidentiality.
* Ability to work to tight timescales/deadlines and under pressure, whilst maintaining accuracy and attention to detail.
* Excellent communication, interpersonal and customer care skills.
* Flexible working attitude.
Desirable
* Previous reception/ administrative experience working within an NHS setting.
* Experience of working in a customer focused environment.
* Ability to use NHS systems ie EMIS
* Ability to use own initiative and to be innovative.
Qualifications
Essential
* GCSE A - C in English and Maths
Desirable
* Keyboard skills
* Knowledge of Microsoft programs would be helpful, word, outlook, excel.
Person Specification
Experience
Essential
* Proven administrative experience.
* Proven experience of working in an office environment in an NHS setting.
* Good telephone manner.
* Ability to maintain a high level of confidentiality.
* Ability to work to tight timescales/deadlines and under pressure, whilst maintaining accuracy and attention to detail.
* Excellent communication, interpersonal and customer care skills.
* Flexible working attitude.
Desirable
* Previous reception/ administrative experience working within an NHS setting.
* Experience of working in a customer focused environment.
* Ability to use NHS systems ie EMIS
* Ability to use own initiative and to be innovative.
Qualifications
Essential
* GCSE A - C in English and Maths
Desirable
* Keyboard skills
* Knowledge of Microsoft programs would be helpful, word, outlook, excel.
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
The Heron Practice
Address
John Scott Health Centre
Green Lanes
London
N4 2NU
Employer's website
(Opens in a new tab)
Employer details
Employer name
The Heron Practice
Address
John Scott Health Centre
Green Lanes
London
N4 2NU
Employer's website
(Opens in a new tab)