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Patient Administration Assistant

Dutton Recruitment
London, United Kingdom
Competitive Salary
Closing date
Sep 24, 2022

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Job Role
Accounts Assistant
Contract Type
Full Time
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Patient Administration Assistant required for a permanent medical centre based in North London.

£24,724 - £28,974 per annum (Depending on experience and training requirements)

Hours of work: Fulltime - 37.5 hours


Main purpose is to assist in providing a well-run patient-focused service for the medical centre patients.

To project a positive and friendly image to patients and other visitors, either in person

or via the telephone.

To provide high-quality administrative services to the multi-disciplinary practice team.

To undertake a variety of administrative duties and provide general assistance to

support the practice team.

To facilitate effective communication between patients, members of the multidisciplinary health care team, secondary care and other associated healthcare agencies.



This is not intended to be a definitive list of duties and responsibilities as these do change with the requirements of the NHS and General Practice contracts in particular. However, it gives a flavour of the type of tasks performed by the Administration Team. Once the post holder is familiar with all aspects of the role, they may take special responsibility for certain tasks.

To provide comprehensive administrative support to members of the multi-disciplinary practice team as required. This includes word processing, audio typing and using other NHS/third party computer systems to produce referrals, letters, reports and correspondence as well as photocopying, scanning and filing etc.

To be responsible for scanning, marrying up of medical records, data entry, notes summarising and file maintenance/archiving etc as required and in accordance with practice protocols and procedures.

To receive, open and distribute incoming mail, responding to routine matters where appropriate.

To deal effectively with telephone and other enquiries relating to the practice, communicating information to and from team members as necessary.

To liaise with other NHS organisations/staff and outside agencies regarding patient or practice matters on behalf of the clinical team.

To set up meetings, prepare agendas, take minutes and distribute notes of meetings as required.

To assist with the practice recall systems using audits, searches and appropriate software, eg. Population Manager and CEG searches etc. to monitor the practice's progress against targets, identify areas of under/over performance and liaise with the practice team to implement appropriate action plans.

Set up and run audits and searches to ensure data is being entered in a consistent way using appropriate SNOMED codes and notify the Management Team/Lead Clinician of any problems or discrepancies arising from incomplete or inaccurate data entry.

To be responsible for arranging and maintaining adequate levels of stationery and other general office supplies.

To maintain appropriate records and prepare reports/statistics as required.

To assist with monthly, quarterly and annual performance returns and payment claims as required.

Providing cover as required in the absence of a team member(s).

To undertake reception duties as required (in the absence of reception colleagues).

To attend practice meetings as required.

To participate in planned programmes of training and to undertake mandatory training as required.

Produce and circulate regular monitoring reports.

Assist the Management Team/Partners in ensuring compliance with contracts and specifications as



Support and contribute to the financial reporting aspects of the partnership meetings and undertake

any requested actions liaise with the Practice Accountant re corporate/individual taxation and NHS Pension issues (this may include the submission of annual forms as appropriate) follow appropriate systems for Petty Cash, monitor transactions and ensure they are appropriately documented in the practice accounts.

prepare and enter Payroll and Pension data as required ensure that invoices are reconciled and passed for settlement within practice guidelines.

Operate all financial responsibilities within agreed parameters

Review current suppliers and make recommendations to the General Practice Manager where you

identify more cost-effective purchasing routes.

Ensure monthly reconciliation of expenditure and income.

Contribute to the preparation and submission of documentation to the accountant.

reconcile PCSE and other income/expenditure statements - checking for inaccuracies and where

necessary report discrepancies to the General Practice Manager

Act as the day to day point of contact in the practice re financial information (eg, suppliers,


Collate and provide financial data as requested by the General Practice Manager.

Monitor the staff expenditure against previous year spend and report any discrepancies.

Assist in the monitoring of any notional devolved, or actual budgets within the practice.

Provide support for year-end processes and statutory accounting

Process and record sales (eg, private services, local enhanced services claims, etc) and purchase


Record receipts against invoices raised

prepare and deposit cash and cheques at bank

prepare financial claims as requested

Process leavers and joiners onto the payroll system

Process NHS pension changes and file online

Process payment of PAYE / NIC to HMRC in a timely manner.

Please apply with your updated CV ensuring that any gaps in employment are explained.

At this point, may we take this opportunity to thank you for the interest you have shown in this role. Unfortunately, due to the high volume of applications that we receive, it is not always possible to respond to everyone. Therefore, unless you hear from us within the next 7 days, your application for this vacancy may not have been shortlisted by the client.

You can also send your CV direct to: (url removed)
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