Job summary
We see the work of the Administration team as crucial in maintaining the systems and information which support delivery of safe, responsive and effective clinical care to our 13,500 patients. This is the engine room of the whole practice.
The successful candidate is likely to have gained experience within a busy and demanding service background, and will be able to demonstrate a high standard of language and IT literacy, and an ability to learn new systems and adapt to developments within primary care and an ever-changing NHS. Primary Care experience and knowledge of Emis Web would be an advantage but are not essential as full training would be provided.
A flexible approach and excellent interpersonal skills will be essential.
Please see attached Practice Profile, Job description and person spec for more information about the job, working hours, and pay. Applications by the attached application form, and optional CV.
We reserve the right to close this post early in the event that we have received sufficient suitable applications.
Main duties of the job
The core purpose of this post is to provide clerical administration support to the Practice, and you will be part of our friendly and lively administration team providing essential data services and administrative support to our team of healthcare professionals and other support staff. The post will involve the day-to-day clinical information management and system administration, and accuracy in this role is essential.Our Clinical Data Admin Team of fivepart-time employees is part of the wider administration team which is lead by the Administration Manager, and is based on the first floor providing essential administration services throughout the week, Monday to Friday.
This role would suit someone who enjoys detailed administration, works methodically with an eye for detail and accuracy, and is flexible with a can do attitude.
The post will be for 23 hours per week, details of the working pattern to be discussed. Shift start and finish times to be confirmed but will be within the surgery opening times, and likely to be over 3 or 4 days per week. The earliest start time would be 08:00, and the latest finish time would be 18:30.
About us
We are a well established enterprising General Practice based in St George about three miles from the city centre in the East part of Bristol. The practice is based in well designed, spacious, purpose-built premises with space for housing a full complement of employed and attached staff.
We are a team who believe that a friendly and supportive working environment is vital. General practice can be a pressurised environment and we work hard to get the balance right between home and work life. We feel we can offer a rewarding working life, with a large and lively team committed to providing excellent patient care but also with a firm commitment to personal and professional development. Some of the Admin Team started working for Air Balloon Surgery as Care Navigators and have been able to successfully transfer their skills to the Administration Department when opportunities have arisen.
There are 9 team members in the administration department. We are a friendly team with a lot of experience that are really helpful to each other and anyone else in the surgery that may need help. The responsibilities & knowledge of the team have grown with the progression of technology and demands within general practice. The team embrace change and thrive on the implementation of new systems and processes.
Details
Date posted
13 February 2026
Pay scheme
Other
Salary
£12.73 an hour Increasing to £12.98 on completion of probation. NHS Pension
Contract
Permanent
Working pattern
Part-time
Reference number
A
Job locations
Kenn Road
Bristol
BS5 7PD
Job description
Job responsibilities
Brief summary - please see full job description attached for full details;
Working Relationships: The post holder will need to develop good working relationship across the whole Practice team to be successful in this role.
Role Summary:
The purpose of this post is to understand, manage, and input clinical data, and to assist with day to day trouble-shooting and management of computer hardware and software. The post holder is part of a team providing data services to the practice and will be required to work flexibly within the data team.
1. General Data Administration Duties:
Scan and manage daily inbound post and other documents to be recorded electronically onto patient records.
Code inbound documents with relevant medical terminology and forward as appropriate to the relevant clinical staff.
Ensure that all letters, reports and results are recorded or scanned and filed appropriately, and dealt with in accordance with the Practice Procedures for post and scanning.
Workflow optimisation - understanding what is included in an inbound document, and take actions, file or forward as appropriate to clinical or other staff.
Summarising patient records in accordance with practice protocol.
Understand and run reports for monthly invitations to patients for long term conditions.
Understand and run reports as and when required for statistical, audit and reporting purposes.
Assist with the training and induction of new staff, and training of staff on new hardware and software.
Assist with the annual flu programme, preparation of patient information and call-up letters, attend immunisation sessions and code all immunisations given or declined appropriately.
Respond to requests for results and other clinical information in accordance with practice policy.
Take and deal appropriately with incoming telephone calls.
Opening and distributing all post, using initiative regarding where post should go.
Sending out insurance & SAR requests, actioning requests for reports and letters from third parties.
Create log ins for new staff members and remove logins when staff leave the practice.
2. System Administration includes:
Downloading and installing new software onto computers;
Activate and manage smart cards;
Printer maintenance; replacing toners, drums & sorting out paper jams and other issues;
Answer any queries on any software or hardware that arises within the Surgery;
Manage passwords & user lists on all software;
Maintain and update the content of the TV information screen in the waiting room;
Participate in development plans for the practice with regards to I.T and their implementation;
Assist with the cancellation and re-booking of doctor and nurse appointment sessions as required;
Carry out all duties within the requirements of health & safety legislation, and ensure that due regard is given to the safety and security of other members of staff, patients and property;
Job description
Job responsibilities
Brief summary - please see full job description attached for full details;
Working Relationships: The post holder will need to develop good working relationship across the whole Practice team to be successful in this role.
Role Summary:
The purpose of this post is to understand, manage, and input clinical data, and to assist with day to day trouble-shooting and management of computer hardware and software. The post holder is part of a team providing data services to the practice and will be required to work flexibly within the data team.
1. General Data Administration Duties:
Scan and manage daily inbound post and other documents to be recorded electronically onto patient records.
Code inbound documents with relevant medical terminology and forward as appropriate to the relevant clinical staff.
Ensure that all letters, reports and results are recorded or scanned and filed appropriately, and dealt with in accordance with the Practice Procedures for post and scanning.
Workflow optimisation - understanding what is included in an inbound document, and take actions, file or forward as appropriate to clinical or other staff.
Summarising patient records in accordance with practice protocol.
Understand and run reports for monthly invitations to patients for long term conditions.
Understand and run reports as and when required for statistical, audit and reporting purposes.
Assist with the training and induction of new staff, and training of staff on new hardware and software.
Assist with the annual flu programme, preparation of patient information and call-up letters, attend immunisation sessions and code all immunisations given or declined appropriately.
Respond to requests for results and other clinical information in accordance with practice policy.
Take and deal appropriately with incoming telephone calls.
Opening and distributing all post, using initiative regarding where post should go.
Sending out insurance & SAR requests, actioning requests for reports and letters from third parties.
Create log ins for new staff members and remove logins when staff leave the practice.
2. System Administration includes:
Downloading and installing new software onto computers;
Activate and manage smart cards;
Printer maintenance; replacing toners, drums & sorting out paper jams and other issues;
Answer any queries on any software or hardware that arises within the Surgery;
Manage passwords & user lists on all software;
Maintain and update the content of the TV information screen in the waiting room;
Participate in development plans for the practice with regards to I.T and their implementation;
Assist with the cancellation and re-booking of doctor and nurse appointment sessions as required;
Carry out all duties within the requirements of health & safety legislation, and ensure that due regard is given to the safety and security of other members of staff, patients and property;
Person Specification
Specialist Knowledge
Essential
* IT-literate and with basic knowledge of web based and windows based systems
Desirable
* Caldicot and Information governance
* GDPR
* Good working knowledge of Data Protection issues and principles
* Basic working knowledge of Emis Web clinical software, and Emis Appointments software
* ERS (NHS Electronic Referral System)
Qualifications
Essential
* Good basic education to GCSE level or equivalent
Desirable
* ECDL
* Other relevant qualifications would be favourably viewed
Experience
Essential
* Dealing with the public in a retail, commercial or public sector role
* Detailed administrative work in a customer focused industry eg: retail or service industry
Desirable
* Dealing with the public in situations of potential conflict/stress
* Dealing with the public both face-to-face and on the phone
* Dealing with large volumes of administrative work
* Primary care
* Handling personal and sensitive personal data
Other & personal attributes
Essential
* Excellent people skills including dealing with challenging people
* Honesty
* punctuality
* Calm and well organised under pressure
* empathetic
* First class communication skills
* Willingness and flexibility to work extra hours on occasions
* Able to work under pressure & manage conflicting demands
* Eligibility for work in UK indefinitely
* DBS clearance
Skills & Abilities
Essential
* Able to multi-task and prioritise
* Use of email
* ability to converse, provide advice, and to understand, interpret and input data in accurate written and spoken English
* a willingness to learn new skills
* ability to use initiative appropriately
* attention to detail
Desirable
* Problem solving
Person Specification
Specialist Knowledge
Essential
* IT-literate and with basic knowledge of web based and windows based systems
Desirable
* Caldicot and Information governance
* GDPR
* Good working knowledge of Data Protection issues and principles
* Basic working knowledge of Emis Web clinical software, and Emis Appointments software
* ERS (NHS Electronic Referral System)
Qualifications
Essential
* Good basic education to GCSE level or equivalent
Desirable
* ECDL
* Other relevant qualifications would be favourably viewed
Experience
Essential
* Dealing with the public in a retail, commercial or public sector role
* Detailed administrative work in a customer focused industry eg: retail or service industry
Desirable
* Dealing with the public in situations of potential conflict/stress
* Dealing with the public both face-to-face and on the phone
* Dealing with large volumes of administrative work
* Primary care
* Handling personal and sensitive personal data
Other & personal attributes
Essential
* Excellent people skills including dealing with challenging people
* Honesty
* punctuality
* Calm and well organised under pressure
* empathetic
* First class communication skills
* Willingness and flexibility to work extra hours on occasions
* Able to work under pressure & manage conflicting demands
* Eligibility for work in UK indefinitely
* DBS clearance
Skills & Abilities
Essential
* Able to multi-task and prioritise
* Use of email
* ability to converse, provide advice, and to understand, interpret and input data in accurate written and spoken English
* a willingness to learn new skills
* ability to use initiative appropriately
* attention to detail
Desirable
* Problem solving
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
Air Balloon Surgery
Address
Kenn Road
Bristol
BS5 7PD
Employer's website
(Opens in a new tab)
Employer details
Employer name
Air Balloon Surgery
Address
Kenn Road
Bristol
BS5 7PD
Employer's website
(Opens in a new tab)