• Job Description

  Req#: A2024-25-0003?language=en&page=1038&sort=publicationDateDesc

  Job summary

  Administration Assistants form part of a multi-disciplinary team within primary care and provide a support role carrying out administrative tasks helping to free up GPs time and contribute to the smooth running of appointments, improving patients experience in the surgery.

  This role will provide administrative support to the South Hambleton and Ryedale Primary Care Network (SHaR PCN).

  Main duties of the job

  General administrative duties

  Identifying where other outstanding actions are and arranging with patient.

  Assisting with PCN admin for new starters e.g. synch smartcard, arranging access to clinical systems include ICE, GP Teamnet etc.

  Maintain the SHaR PCN System One hub including adding and adjusting appointment ledgers for PCN services

  Daily checking of open tasks on the SHaR PCN System one hub and actioning as appropriate

  About us

  SHaR PCN is a group of seven doctor surgeries and medical centres that work closely together as part of a network.It employs health professionals including clinical pharmacists, occupational therapists, first contact physiotherapists, paramedics, urgent care practitioners, health and wellbeing coaches, first contact mental health practitioners, specialist care co-ordinators (e.g., dementia and frailty) and social prescribing link workers. Working as part of multi-disciplinary teams, these clinical and non-clinical health professionals provide tailored care for patients allowing GPs to focus more on patients with complex needs.

  Date posted

  03 April 2025

  Pay scheme

  Other

  Salary

  £26,350 a year

  Contract

  Permanent

  Working pattern

  Full-time, Home or remote working

  Reference number

  A2024-25-0003

  Job locations

  Millfield Surgery

  Millfield Lane

  Easingwold

  York

  YO613JR

  
  

  Job description

  Job responsibilities

  Administration Assistants form part of a multi-disciplinary team within primary care and provide a support role carrying out administrative tasks helping to free up GPs time and contribute to the smooth running of appointments, improving patients experience in the surgery.

  This role will provide administrative support to the South Hambleton and Ryedale Primary Care Network (SHaR PCN).

  SHaR PCN is a group of seven doctor surgeries and medical centres that work closely together as part of a network. It employs health professionals including clinical pharmacists, occupational therapists, first contact physiotherapists, paramedics, urgent care practitioners, health and wellbeing coaches, first contact mental health practitioners, specialist care co-ordinators (e.g., dementia and frailty) and social prescribing link workers. Working as part of multi-disciplinary teams, these clinical and non-clinical health professionals provide tailored care for patients allowing GPs to focus more on patients with complex needs.

  Key Duties and Responsibilities

  General administrative duties

  Identifying where other outstanding actions are and arranging with patient.

  Assisting with PCN admin for new starters e.g. synch smartcard, arranging access to clinical systems include ICE, GP Teamnet etc.

  Maintain the SHaR PCN System One hub including adding and adjusting appointment ledgers for PCN services

  Daily checking of open tasks on the SHaR PCN System one hub and actioning as appropriate

  Urgent Care Service Duties

  Providing a reception service at Easingwold Health Centre for our patients attending the urgent care Service.

  Providing administrative support to the Urgent Care Service

  Planning the monthly staffing rotas for the Urgent Care Service, covering planned absence, and communicating this to both the team and the Practices.

  Responding to unplanned absences accordingly to reduce list sizes, rearrange appointments and / or find cover if possible

  Designing and implementing new processes for the Urgent Care Service and hub working as and when required, and keep SOPs up to date as processes change

  Working closely with Urgent Care Practitioners daily to manage on the day capacity

  Support Urgent Care Team members with IT issues

  Collate patient feedback and activity data for the Urgent Care Service reporting suite

  Coordinate Urgent Care Service Team meetings, including scheduling and minute taking

  Ordering and maintaining new equipment for the Urgent Care Service, as well as consumables, keeping stock topped up at both hub locations

  Checking and maintaining emergency equipment at the Easingwold Health Centre

  Welcoming patients as they arrive for face-to-face appointments, keeping the Clinicians informed

  Onboarding new staff, including coordinating local induction and training for hub working

  Comprehensive Geriatric Assessment Clinic Duties

  Providing administrative support to the CGA service

  Maintain a working waiting list of patients to be invited to the CGA clinic, processing referrals from Practices

  Telephone patients to invite them to attend the CGA clinic, explaining the service to the patient and coordinating pre-clinic assessments, help with transport where needed and OT home visit

  Writing and sending correspondence regarding the clinic to patients

  Liaise with the wider CGA team to ensure patient letters and care plans are completed and send these to the patient following their clinic attendance

  Collate patient feedback following their CGA appointment

  Coordinate CGA

  Team meetings, including scheduling and minute taking

  Other adhoc PCN administrative duties to support the cascade of information and smooth operation of PCN services

  An administrative assistant is also required to:

  Participate in an annual individual performance review.

  Track and record evidence of their experience against the national competency framework.

  Inform their line manager of any concerns regarding their role and request professional development as needed.

  Be aware of your own professional boundaries and what to do when they are reached.

  Other Responsibilities

  Work with the GPs and other primary care professionals within the PCN to identify and manage a caseload of patients, and where required and as appropriate, refer people back to other health professionals within the PCN.

  Raise awareness within the PCN of shared decision-making and decision support tools.

  Raise awareness of how to identify patients who may benefit from shared decision making and support PCN staff and patients. The post holder will maintain the security of sensitive personal and other confidential information and will apply all relevant Information Governance policies reliably to working practice. Additionally, they will be expected to follow secure operating procedures for handling information in all formats, including verbal, written and that held electronically.

  The post holder will have the appropriate level of child protection and adult safeguarding knowledge, skills and practice required for the post; be aware of and comply with child protection and adult safeguarding policies and procedures.

  This post will be subject to a DBS (Disclosure and Barring Service) Check

  In addition to observing the host Practices rules and procedures, which all staff are required to observe and follow, the post holder is also required to follow general policies and procedures that apply to the employment relationship. It is the duty of the post holder to accept personal responsibility for the practical application of these policies, procedures and standards.

  GENERIC INFORMATION

  Confidentiality

  While 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 individual practices. 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 Practices may only be divulged to authorised persons in accordance with the host Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  Health and Safety

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the host practice Health and Safety Policy, to include:

  Using appropriate infection control procedures, maintain work areas in a tidy and safe way and free from hazards.

  Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

  Promptly report any potential risks identified.

  Using personal security systems within the workplace according to practice guidelines.

  Making effective use of training to update knowledge and skills.

  Being familiar with the operation and maintenance schedule for fire, panic and intruder alarms.

  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 recognizes the importance of peoples rights, interpreting them in a way that is consistent with host 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.

  Personal/Professional Development

  The post-holder will participate in any training programme implemented by SHaR PCN and/or the host practice as part of this employment, such training to include:

  Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

  Taking responsibility for your own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

  Quality

  The post-holder will strive to maintain quality within the host practice/PCN and will:

  Alert other team members to issues of quality and risk

  Assess own performance and take accountability for own actions, either directly or under supervision

  Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

  Job description

  Job responsibilities

  Administration Assistants form part of a multi-disciplinary team within primary care and provide a support role carrying out administrative tasks helping to free up GPs time and contribute to the smooth running of appointments, improving patients experience in the surgery.

  This role will provide administrative support to the South Hambleton and Ryedale Primary Care Network (SHaR PCN).

  SHaR PCN is a group of seven doctor surgeries and medical centres that work closely together as part of a network. It employs health professionals including clinical pharmacists, occupational therapists, first contact physiotherapists, paramedics, urgent care practitioners, health and wellbeing coaches, first contact mental health practitioners, specialist care co-ordinators (e.g., dementia and frailty) and social prescribing link workers. Working as part of multi-disciplinary teams, these clinical and non-clinical health professionals provide tailored care for patients allowing GPs to focus more on patients with complex needs.

  Key Duties and Responsibilities

  General administrative duties

  Identifying where other outstanding actions are and arranging with patient.

  Assisting with PCN admin for new starters e.g. synch smartcard, arranging access to clinical systems include ICE, GP Teamnet etc.

  Maintain the SHaR PCN System One hub including adding and adjusting appointment ledgers for PCN services

  Daily checking of open tasks on the SHaR PCN System one hub and actioning as appropriate

  Urgent Care Service Duties

  Providing a reception service at Easingwold Health Centre for our patients attending the urgent care Service.

  Providing administrative support to the Urgent Care Service

  Planning the monthly staffing rotas for the Urgent Care Service, covering planned absence, and communicating this to both the team and the Practices.

  Responding to unplanned absences accordingly to reduce list sizes, rearrange appointments and / or find cover if possible

  Designing and implementing new processes for the Urgent Care Service and hub working as and when required, and keep SOPs up to date as processes change

  Working closely with Urgent Care Practitioners daily to manage on the day capacity

  Support Urgent Care Team members with IT issues

  Collate patient feedback and activity data for the Urgent Care Service reporting suite

  Coordinate Urgent Care Service Team meetings, including scheduling and minute taking

  Ordering and maintaining new equipment for the Urgent Care Service, as well as consumables, keeping stock topped up at both hub locations

  Checking and maintaining emergency equipment at the Easingwold Health Centre

  Welcoming patients as they arrive for face-to-face appointments, keeping the Clinicians informed

  Onboarding new staff, including coordinating local induction and training for hub working

  Comprehensive Geriatric Assessment Clinic Duties

  Providing administrative support to the CGA service

  Maintain a working waiting list of patients to be invited to the CGA clinic, processing referrals from Practices

  Telephone patients to invite them to attend the CGA clinic, explaining the service to the patient and coordinating pre-clinic assessments, help with transport where needed and OT home visit

  Writing and sending correspondence regarding the clinic to patients

  Liaise with the wider CGA team to ensure patient letters and care plans are completed and send these to the patient following their clinic attendance

  Collate patient feedback following their CGA appointment

  Coordinate CGA

  Team meetings, including scheduling and minute taking

  Other adhoc PCN administrative duties to support the cascade of information and smooth operation of PCN services

  An administrative assistant is also required to:

  Participate in an annual individual performance review.

  Track and record evidence of their experience against the national competency framework.

  Inform their line manager of any concerns regarding their role and request professional development as needed.

  Be aware of your own professional boundaries and what to do when they are reached.

  Other Responsibilities

  Work with the GPs and other primary care professionals within the PCN to identify and manage a caseload of patients, and where required and as appropriate, refer people back to other health professionals within the PCN.

  Raise awareness within the PCN of shared decision-making and decision support tools.

  Raise awareness of how to identify patients who may benefit from shared decision making and support PCN staff and patients. The post holder will maintain the security of sensitive personal and other confidential information and will apply all relevant Information Governance policies reliably to working practice. Additionally, they will be expected to follow secure operating procedures for handling information in all formats, including verbal, written and that held electronically.

  The post holder will have the appropriate level of child protection and adult safeguarding knowledge, skills and practice required for the post; be aware of and comply with child protection and adult safeguarding policies and procedures.

  This post will be subject to a DBS (Disclosure and Barring Service) Check

  In addition to observing the host Practices rules and procedures, which all staff are required to observe and follow, the post holder is also required to follow general policies and procedures that apply to the employment relationship. It is the duty of the post holder to accept personal responsibility for the practical application of these policies, procedures and standards.

  GENERIC INFORMATION

  Confidentiality

  While 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 individual practices. 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 Practices may only be divulged to authorised persons in accordance with the host Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  Health and Safety

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the host practice Health and Safety Policy, to include:

  Using appropriate infection control procedures, maintain work areas in a tidy and safe way and free from hazards.

  Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

  Promptly report any potential risks identified.

  Using personal security systems within the workplace according to practice guidelines.

  Making effective use of training to update knowledge and skills.

  Being familiar with the operation and maintenance schedule for fire, panic and intruder alarms.

  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 recognizes the importance of peoples rights, interpreting them in a way that is consistent with host 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.

  Personal/Professional Development

  The post-holder will participate in any training programme implemented by SHaR PCN and/or the host practice as part of this employment, such training to include:

  Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

  Taking responsibility for your own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

  Quality

  The post-holder will strive to maintain quality within the host practice/PCN and will:

  Alert other team members to issues of quality and risk

  Assess own performance and take accountability for own actions, either directly or under supervision

  Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

  Person Specification

  Qualifications

  Essential

  • GCSE grade A to C in English and Maths

  Person Specification

  Qualifications

  Essential

  • GCSE grade A to C in English and Maths

  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

  Helmsley Medical Centre

  Address

  Millfield Surgery

  Millfield Lane

  Easingwold

  York

  YO613JR

  
  

  Employer's website

  https://www.helmsleymedicalcentre.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Helmsley Medical Centre

  Address

  Millfield Surgery

  Millfield Lane

  Easingwold

  York

  YO613JR

  
  

  Employer's website

  https://www.helmsleymedicalcentre.co.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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