Administrative Assistant

  • Job Reference: GPFOSA1
  • Date Posted: 7 October 2020
  • Recruiter: GP First Ltd
  • Location: Stafford, Staffordshire
  • Salary: £9.20 to £9.50 Per Hour
  • Sector: Administration & Secretarial, Healthcare & Medical
  • Job Type: Permanent
  • Work Hours: Part Time

Job Description


This is an exciting and varied position providing operational support to GP First HQ office and liaising with Practices who are part of the GP First Federation.  You will be part of a small team working on various projects and work streams as shown below. The role is split 50% between providing support for GP First Ltd and 50% for the Staffordshire Training Hub.  You will also be the point of contact when the Head of Support Services is on leave as well as providing support for the GPF MD, Directors and Clinical Leads as and when necessary.

Key Duties and Responsibilities:

The Operational Support Assistant responsibilities include, but are not limited to the following:

  • Ad hoc office duties, photocopying, picking up post, organising refreshments for meetings, ordering office supplies, dealing with email enquiries, etc.
  • Entering information onto MS Excel/Sage as and when required
  • Telephone queries and resolution, signposting to appropriate individuals or organisations
  • Entering patient appointments onto EMIS for GP Practices to book into
  • Board Support as and when required
  • Working on other work streams/projects within the organisation


Staffordshire Training Hub (STH):

  • Administrative support to STH for 2.5 days per week
  • Assisting with and organising training sessions for Nurses, Healthcare Support Workers, GPs, Practice Managers
  • Designing flyers, sending out information to Practice Nurse Facilitators and Practices, maintaining attendance lists and sending confirmations to training providers, final reminders, etc.
  • Assisting with other Training Hub work streams
  • Attending weekly team meetings
  • Attending monthly Staffordshire Training Hub meeting and producing brief notes.

Primary Care Extended Access (PCEA):

  • Input PCEA evening and weekend patient appointments onto EMIS
  • Circulating and inputting data from PCEA Surveys
  • Record PCEA monthly invoices for Core and Additionality activity
  • Manage PCEA Weekend Rota

Primary Care Network (PCN):

  • Supporting PCNs as and when required
  • Board meeting notes when Head of Support Services is on leave
  • Contacts with Practices and CCGs

Health & Safety:

  • To comply with the Health and Safety at Work etc. Act 1974.
  • To take responsibility for his/her own health and safety and that of other persons who may be affected by his/her own acts or omissions.

Equality and Diversity:

  • To carry out responsibilities at all times in line with Equal Opportunities Policy and Procedure.


  • To maintain confidentiality of information relating to patients, clients, staff and other users of the services in accordance with the Data Protection Act 2018 and Caldicott Guardian guidance. Any breach of confidentiality may render an individual liable for dismissal and/or prosecution.
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice/PCN may only be divulged to authorised persons in accordance with the PCN policies and procedures relating to confidentiality and the protection of personal and sensitive data.


  • To undertake any other duties commensurate with the role, within the bounds of his/her own competence.
  • To work across other sites as required.
  • To work flexibly to accommodate meetings as required.

Skills, Experience and Knowledge desired:

  • Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE level.
  • Proficient in the use of Microsoft Office packages, especially Word and Excel.  
  • Ideally, experience of using EMIS (patient appointment system) but not essential as training will be given. 
  • Experience of working in a busy office or administrative environment, preferably within a healthcare environment.
  • Excellent telephone/communication skills
  • Able to learn and assimilate information quickly.
  • Proven ability to work to deadlines, prioritise and multi-task.
  • Able to communicate clearly both in verbal and written communications
  • Ability to work under pressure.
  • Attention to detail at all times.
  • Courteous, friendly and approachable manner.
  • Able to get on with people and work as part of a team sharing knowledge with others.
  • Able to deal with differing priorities
  • Reliability – good time keeping
  • Flexibility - able to work flexibly to accommodate the demands of the work flow and adaptable to change
  • Ability to work independently or as part of a team

If you are interested in this exciting opportunity, enjoy a challenge and being part of an organisation that thinks outside the box, then please send in your CV as soon as possible.

Interviews to be held on Tuesday, 3rd November 2020.