Administrative Assistant

The role will involve providing general administrative support to the Practice and its staff, as directed by the Administration Lead. Main duties of the job Manage patient, healthcare professional and third-party enquiries via email, telephone and face-to-face. Process clinical records, correspondence, pathology results and workflow tasks accurately and efficiently. Scan, uploaded, code and allocate clinical documentation for GP review and maintain accurate patient records. Manage patient registrations and medical records through Healthtech-1. Support reception and clinical teams with Anima online requests and administrative workflows. Support QOF targets by contacting patients regarding annual health reviews and appointments. Maintain patient confidentiality and comply with NHS policies, procedures and data protection requirements. Undertake general administrative duties and provide additional support to the management and GP team as required., General Administrative Duties Monitor the practice generic email inbox, responding to enquiries from patients, healthcare professionals, and third parties in a timely and professional manner. Process and transfer clinical records accurately, allocating documents to appropriate clinical workflows for GP review. Scan, upload and code clinical correspondence onto the patient clinical system while maintaining accurate healthcare records. Distribute daily pathology and laboratory results to clinicians for review through the clinical system. Monitor and action tasks within clinical and workflow systems efficiently to support smooth practice operations. Process and manage administrative and clinical correspondence through the Anima workflow system. Handle patient, staff, and healthcare professional enquiries effectively, both face-to-face and over the telephone. Answer incoming calls, transferred calls appropriately, and resolved queries in a professional and confidential manner. Register and process new patient registrations through the Healthtech-1 portal, including medical records and deductions. Carry out general administrative duties including scanning, photocopying, filing, and document management. Support the delivery of QOF (Quality Outcomes Framework) targets by contacting patients regarding annual health reviews and appointments. To support the reception team with processing online requests via Anima alongside the duty GPs Maintain confidentiality and adhere to practice protocols to ensure consistent, high-quality patient care and compliance with NHS procedures. Undertake additional duties as required by the Practice Manager, Operations Manager, Administration Lead, or the GP team. Job description, General Administrative Duties Monitor the practice generic email inbox, responding to enquiries from patients, healthcare professionals, and third parties in a timely and professional manner. Process and transfer clinical records accurately, allocating documents to appropriate clinical workflows for GP review. Scan, upload and code clinical correspondence onto the patient clinical system while maintaining accurate healthcare records. Distribute daily pathology and laboratory results to clinicians for review through the clinical system. Monitor and action tasks within clinical and workflow systems efficiently to support smooth practice operations. Process and manage administrative and clinical correspondence through the Anima workflow system. Handle patient, staff, and healthcare professional enquiries effectively, both face-to-face and over the telephone. Answer incoming calls, transferred calls appropriately, and resolved queries in a professional and confidential manner. Register and process new patient registrations through the Healthtech-1 portal, including medical records and deductions. Carry out general administrative duties including scanning, photocopying, filing, and document management. Support the delivery of QOF (Quality Outcomes Framework) targets by contacting patients regarding annual health reviews and appointments. To support the reception team with processing online requests via Anima alongside the duty GPs Maintain confidentiality and adhere to practice protocols to ensure consistent, high-quality patient care and compliance with NHS procedures. Undertake additional duties as required by the Practice Manager, Operations Manager, Administration Lead, or the GP team.

We are looking for someone who is enthusiastic, reliable and organised, with a willingness to learn and develop their skills. This role would suit someone who is new to administration and looking to start a career in healthcare, as well as someone with previous administrative or healthcare experience who is looking for their next opportunity. Previous experience within a GP practice or healthcare setting would be beneficial but is not essential, as full training and support will be provided to the right candidate. The successful applicant will assist with a range of administrative tasks to support the smooth day-to-day running of the Health Centre. We are looking for someone who is:

• Friendly, approachable and professional
• Well organised and able to manage a variety of tasks
• Reliable and willing to learn new skills
• Able to work accurately with good attention to detail
• Comfortable working both independently and as part of a team
• Flexible and adaptable in responding to the needs of the Practice
• Committed to providing a high standard of service to patients and colleagues, Experience
Essential
• Experience of working with the general public
• Experience of administrative duties
Desirable
• Experience of working in a healthcare setting
• Experience of working in a GP Practice
Skills Essential
• Excellent interpersonal and communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Ability to work within a busy team-based environment
• Problem solving and analytical skills
• Ability to follow policy and procedure
Desirable
• EMIS Skills
Personal qualities Essential
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Team Player
Qualifications Essential
• GCSE Mathematics and English (grade A-C or 4-9) or equivalent
Desirable
• Business Administration
Person Specification Experience Essential
• Experience of working with the general public
• Experience of administrative duties
Desirable
• Experience of working in a healthcare setting
• Experience of working in a GP Practice
Skills Essential
• Excellent interpersonal and communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Ability to work within a busy team-based environment
• Problem solving and analytical skills
• Ability to follow policy and procedure
Desirable
• EMIS Skills
Personal qualities Essential
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Team Player
Qualifications Essential
• GCSE Mathematics and English (grade A-C or 4-9) or equivalent
Desirable
• Business Administration
  
  The type of care that we would expect for ourselves and our own families.
We provide services to over 16,000 patients who live in a practice area of 75 square miles of rural West Suffolk, straddling the A14, between Thurston in the west, and Haughley in the east. We pride ourselves on the high standards of our care we are holders of the Royal College of General Practitioners Practice Accreditation Award, a quality mark held by only 19 practices in the UK. Our 5 GP partners and 7 non-partner GPs lead a multidisciplinary team of nurses, health care assistants, pharmacists and midwives all of whom are based in our purpose-built premises. Benefits of working for Woolpit Health Centre include:
• Attractive rates of pay with annual pay review (not agenda for change)
• Regular one-to-ones to aid good communication
• Generous annual leave entitlement
• Voluntary overtime when available
• Plenty of training opportunities
• Membership of the NHS contributory pension scheme
The NHS Pension Scheme is a defined benefits scheme Life insurance Family benefits including an adult dependents pension and childrens pension Ill health benefits 20% employer contribution
• Option of NHS discount and Blue Light Card for retail/dining/holidays etc
• Free uniform
We are proud to have received a Good rating across all areas of the Practice following our CQC inspection in January 2026.