Administration Assistant

Saxmundham Health is a training Practice located in Suffolk with approximately 9500 patients and rising. We are seeking to recruit an enthusiastic part-time Administration Assistant to join our dedicated Administration Team on a 12-month contract. (Could be permanent for the right candidate)

The job will involve a variety of administrative duties to support our established administration team including coding clinical letters, processing referrals, liaising with patients and staff and other general administrative duties.

Job details:

Hours: 30 hours per week plus annual leave cover

Hourly rate: £12.71 (Negotiable dependant on experience)

Contract: Temporary - 12 months (Could be permanent for the right candidate)

Working days:

Mondays: 9am - 5pm

Tuesdays: 9am - 5pm

Wednesdays: 9am - 5pm

Thursdays: Day Off

Fridays: 9am - 5pm

Closing date: 30th April 2026

Job Summary
To be responsible for undertaking a wide range of secretarial and 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) and processing private work such as insurance reports, medical forms etc. The position also involves read-coding of relevant information into the patient’s electronic healthcare records on SystmOne clinical system, adhering to the practice workflow protocol.

Responsibilities

• Typing letters, reports and associated documentation as required
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Maintain an accurate referrals database
• Process referrals using the electronic referral system (ERS)
• Accurately read-coding data on SystmOne into the patient record
• Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
• Input and extract data as required to support practice reports
• File and store records as required
• Photocopy documentation as required
• Action all incoming faxes, emails and mail in a timely manner
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• Input data into the patient’s healthcare records as necessary
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Administration of insurance reports; Subject Access Requests & DWP forms etc
• Support all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the clinical administrator may be requested to:

• Review and update the practice policies as required.
• Partake in audits as directed by the Clinical/Management Team
• General administrative duties

Person Specification

Essential:

• Experience of working with the general public
• Strong IT skills and competent in the use of Office and Outlook
• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable:

• Educated to GCSE level or equivalent (C/4 or above in Maths & English)
• SystmOne user skills
• Awareness of GDPR

Please note that successful application of this role will be subject to a satisfactory DBS check and references.

All information is available in alternative formats.

Job Types: Part-time, Temporary, Permanent
Contract length: 12 months

Pay: £12.71 per hour

Work Location: In person