Administration Assistant

NHS

  • Southampton
  • £12.53 per hour
  • Permanent
  • Part-time
  • 13 days ago
To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).Main duties of the job
  • Typing letters, reports and associated documentation as required
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
  • Manage referral enquires in an effective manner
  • Action all incoming emails into the generic email account
  • Process referral letters as requested including using electronic referral system (ERS)
  • Scanning of patient related documentation and attaching scanned documents to patients healthcare records as requested
  • Input and code data on EMIS clinical system
  • Answer incoming phone calls regarding referrals, transferring calls or dealing with the callers request appropriately
  • Maintain the general diary recall system
  • Manage all administrative queries as necessary
  • Maintain the electronic RIP register
  • Liaise with the Medical Examiner Southampton (MES) and coroners office and produce coroner reports as necessary
  • Document workflow and data entry of clinical correspondence into the patient electronic record
About usThe Shirley Health Partnership (SHP) was formed on 14 January 2017 from an amalgamation between The Grove Medical Practice and Regents Park Surgery. Both practices were well-established GP Surgerys that have operated in Shirley and Freemantle since 1970s. The Partnership has a list size of 14,000 patients with 10 Doctors, 2 GP Specialist Trainees, Medical students and supporting clinical and administrative staff with the West Southampton Primary Care Network, Southampton Primary Care, Steps 2 Wellbeing and Midwifery services co-located.SHP provides a wide range of family health services, including advice on health problems, vaccinations, examinations and treatment, prescriptions for medicines, referrals to other health services and social services.A few benefits of working for us, sick pay, charity fun days, free staff flu vaccination, free car parking, new spacious building and offices.DetailsDate posted21 August 2025Pay schemeOtherSalary£12.53 an hourContractPermanentWorking patternPart-timeReference numberA1431-25-0001Job locationsThe Shirley Health Partnership355 Shirley RoadSouthamptonSO15 3JDJob descriptionJob responsibilitiesThe following are the core responsibilities of the admin assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:a. Typing letters, reports and associated documentation as requiredb. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficientlyc. Manage referral enquires in an effective mannerd. Action all incoming emails into the generic email accounte. Process referral letters as requested including using electronic referral system (ERS)f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records as requestedg. Input and code data on EMIS clinical systemh. Answer incoming phone calls regarding referrals, transferring calls or dealing with the callers request appropriatelyi. Maintain the general diary recall systemj. Manage all administrative queries as necessaryk. Maintain the electronic RIP registerl. Liaise with the Medical Examiner Southampton (MES) and coroners office and produce coroner reports as necessarym. Document workflow and data entry of clinical correspondence into the patient electronic recordIn addition to the primary responsibilities, the admin assistant may be requested to:a. Partake in audit as directed by the administrative managerb. Support administrative staff, providing cover during staff absencesc. Maintain a clean, tidy, effective working area at all timesd. Support the administrative manager with general administrative tasks as requestede. Carry out system searches as requestedJob descriptionJob responsibilitiesThe following are the core responsibilities of the admin assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:a. Typing letters, reports and associated documentation as requiredb. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficientlyc. Manage referral enquires in an effective mannerd. Action all incoming emails into the generic email accounte. Process referral letters as requested including using electronic referral system (ERS)f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records as requestedg. Input and code data on EMIS clinical systemh. Answer incoming phone calls regarding referrals, transferring calls or dealing with the callers request appropriatelyi. Maintain the general diary recall systemj. Manage all administrative queries as necessaryk. Maintain the electronic RIP registerl. Liaise with the Medical Examiner Southampton (MES) and coroners office and produce coroner reports as necessarym. Document workflow and data entry of clinical correspondence into the patient electronic recordIn addition to the primary responsibilities, the admin assistant may be requested to:a. Partake in audit as directed by the administrative managerb. Support administrative staff, providing cover during staff absencesc. Maintain a clean, tidy, effective working area at all timesd. Support the administrative manager with general administrative tasks as requestede. Carry out system searches as requestedPerson SpecificationQualificationsEssential
  • Educated to GCSE level or equivalent
Desirable
  • GCSE grade A to C in English and Maths
  • NVQ level 2 in Health and Social Care
ExperienceEssential
  • Experience working with the general public
  • Experience of dealing with vulnerable people
Desirable
  • Experience of administrative duties
  • Experience of working in a GP practice or health care setting
Skills and personal qualitiesEssential
  • Excellent interpersonal and communication skills
  • Strong IT skills
  • Effective time management (Planning and organising)
  • Ability to work as a member of a team
  • Ability to follow policy and procedure
  • Polite and confident
  • Motivated, forward thinker
  • Sensitive and empathetic in distressing situations
  • Ability to wrok under pressure
Desirable
  • EMIS user skills (GP clincial system)
Person SpecificationQualificationsEssential
  • Educated to GCSE level or equivalent
Desirable
  • GCSE grade A to C in English and Maths
  • NVQ level 2 in Health and Social Care
ExperienceEssential
  • Experience working with the general public
  • Experience of dealing with vulnerable people
Desirable
  • Experience of administrative duties
  • Experience of working in a GP practice or health care setting
Skills and personal qualitiesEssential
  • Excellent interpersonal and communication skills
  • Strong IT skills
  • Effective time management (Planning and organising)
  • Ability to work as a member of a team
  • Ability to follow policy and procedure
  • Polite and confident
  • Motivated, forward thinker
  • Sensitive and empathetic in distressing situations
  • Ability to wrok under pressure
Desirable
  • EMIS user skills (GP clincial system)

NHS