• Job Description

  Req#: A3676-25-0007?language=en&page=331&sort=publicationDateDesc

  Job summary

  We are seeking a proactive and highly organised Management Admin Assistant to join our friendly and dedicated management team at Collingwood Health Group. This is an excellent opportunity for someone with experience in a general practice setting who is looking to take the next step in their administrative career or someone with extensive personal assistant experience including diary management / scheduling.

  As a Management Admin Assistant, you will work closely with the practice management team to ensure the smooth running of administrative processes. Your role will support operational efficiency and contribute to the delivery of high-quality care to our patients.

  Main duties of the job

  • Provide direct administrative support to the Practice Manager and management team
  • Assist with scheduling, minute-taking, and diary management
  • Prepare reports, correspondence, and documents as required
  • Help manage practice systems including HR, clinical rota support, compliance and audits
  • Maintain confidentiality and handle sensitive information with professionalism
  • Liaise with clinical and non-clinical staff to support smooth day-to-day operations
  • You must be able to work across Monday - Friday with availability to commence at 08:15 to ensure attendance at early morning meetings.
  • We anticipate this role covering a minimum of at least 30 hours.

  Interviews are expected to take place on Thursday 31st July 2025

  About us

  Collingwood Health Group is a progressive, patient-focused GP practice dedicated to delivering high-quality primary care services. We foster a collaborative and supportive team environment and are committed to the ongoing professional development of all staff.

  Serving a patient population of approximately 24,500 across four sites, we are a well-established, forward-thinking practice providing care to diverse communities. Our scale and multi-site presence enable us to offer a dynamic and resilient approach to service delivery.

  Our organisation is led by a team of 10 dedicated GP Partners and supported by a wide-ranging multidisciplinary team that includes Salaried GPs, Advanced Nurse Practitioners, Practice Nurses, a Community Practitioner, Physician Associate, Nursing Associates, Healthcare Assistants, and a Phlebotomist. We are also fortunate to have an integrated pharmacy team comprising Clinical Pharmacists and Pharmacy Technicians, who contribute significantly to the safe and effective management of prescribing and medication use.

  This robust clinical workforce is underpinned by a highly skilled and efficient administrative team that ensures the seamless operation of the practice. Together, our multidisciplinary team is committed to providing outstanding care and continually improving health outcomes for the communities we serve.

  Details

  Date posted

  03 July 2025

  Pay scheme

  Other

  Salary

  £14.06 an hour

  Contract

  Permanent

  Working pattern

  Full-time, Part-time, Flexible working

  Reference number

  A3676-25-0007

  Job locations

  Collingwood Surgery

  Hawkeys Lane

  North Shields

  Tyne And Wear

  NE29 0SF

  
  

  Jubilee Park Surgery,

  Cecil Street,

  North Shields

  Tyne and Wear

  NE29 0DZ

  
  

  New York Surgery

  Brookland Terrace

  North Shields

  Tyne And Wear

  NE29 8EA

  
  

  Shields Health Hub

  Hawkeys Lane

  North Shields

  Tyne And Wear

  NE29 0SF

  
  

  Job description

  Job responsibilities

  Primary Responsibilities

  Provide administrative support to the management team, including scheduling meetings, booking rooms, preparing agendas, confidential minute-taking for all practice meetings (clinical and business), and ensuring timely follow-up of action items.

  Support recruitment and HR processes, including maintaining up-to-date personnel files, onboarding documentation, training records, IT access (Windows, email, shared folders), and Smartcard access for new starters and leavers.

  Support the planning and coordination of mandatory role-specific training, including reminders and tracking completion.

  Manage internal communication platforms (eg staff noticeboards, newsletters, GP Teamnet topic pages) to ensure staff are kept informed.

  Act as a smartcard sponsor for the practice.

  Assist in maintaining compliance with CQC, GDPR, DSPT (data security and protection toolkit) and other relevant regulatory frameworks..

  Support health and safety processes, including incident reporting, building maintenance, and ensuring compliance with health and safety regulations under management guidance.

  Assist in maintaining and updating the business continuity plan to ensure operational resilience.

  Develop, distribute, and analyse patient and staff questionnaires (e.g., Friends and Family Test, clinical audits, IG audits).

  Communication with patient cohorts via electronic method (e.g., text messages, email campaigns).

  Produce practice statistics using data extracted from RAIDR, including weekly discharge reports.

  Assist with resolving routine IT issues and liaise with external IT support providers when required.

  Support management with audits, including (but not limited to) waste management, cleaning audits, and information governance

  Assist in the logging, coordination, and resolution of patient complaints in line with practice policy.

  Act as a liaison point between the management team, staff, and external stakeholders.

  Contribute to the maintenance and development of the practice website.

  Design and produce patient communications including posters, leaflets, and digital materials.

  Scan and securely store confidential documents as required.

  Assist in the review and update of practice policies and standard operating procedures.

  Order stationery, clinical supplies, and other goods as required.

  Support the management team with monthly, quarterly, and annual data returns and clinical searches.

  Maintain the practices asset register, including IT equipment and mobile devices.

  Support the management team with the configuration and any changes of the practice telephone system.

  Secondary Responsibilities

  First line of contact in the absence of the management team

  Assist PCN organisational manager with the board minutes

  Assist Reception and Branch Reception Leads as required

  Create Accurx templates if required

  Support the management team with any social and/or well being events.

  Job description

  Job responsibilities

  Primary Responsibilities

  Provide administrative support to the management team, including scheduling meetings, booking rooms, preparing agendas, confidential minute-taking for all practice meetings (clinical and business), and ensuring timely follow-up of action items.

  Support recruitment and HR processes, including maintaining up-to-date personnel files, onboarding documentation, training records, IT access (Windows, email, shared folders), and Smartcard access for new starters and leavers.

  Support the planning and coordination of mandatory role-specific training, including reminders and tracking completion.

  Manage internal communication platforms (eg staff noticeboards, newsletters, GP Teamnet topic pages) to ensure staff are kept informed.

  Act as a smartcard sponsor for the practice.

  Assist in maintaining compliance with CQC, GDPR, DSPT (data security and protection toolkit) and other relevant regulatory frameworks..

  Support health and safety processes, including incident reporting, building maintenance, and ensuring compliance with health and safety regulations under management guidance.

  Assist in maintaining and updating the business continuity plan to ensure operational resilience.

  Develop, distribute, and analyse patient and staff questionnaires (e.g., Friends and Family Test, clinical audits, IG audits).

  Communication with patient cohorts via electronic method (e.g., text messages, email campaigns).

  Produce practice statistics using data extracted from RAIDR, including weekly discharge reports.

  Assist with resolving routine IT issues and liaise with external IT support providers when required.

  Support management with audits, including (but not limited to) waste management, cleaning audits, and information governance

  Assist in the logging, coordination, and resolution of patient complaints in line with practice policy.

  Act as a liaison point between the management team, staff, and external stakeholders.

  Contribute to the maintenance and development of the practice website.

  Design and produce patient communications including posters, leaflets, and digital materials.

  Scan and securely store confidential documents as required.

  Assist in the review and update of practice policies and standard operating procedures.

  Order stationery, clinical supplies, and other goods as required.

  Support the management team with monthly, quarterly, and annual data returns and clinical searches.

  Maintain the practices asset register, including IT equipment and mobile devices.

  Support the management team with the configuration and any changes of the practice telephone system.

  Secondary Responsibilities

  First line of contact in the absence of the management team

  Assist PCN organisational manager with the board minutes

  Assist Reception and Branch Reception Leads as required

  Create Accurx templates if required

  Support the management team with any social and/or well being events.

  Person Specification

  Qualifications

  Essential

  • GCSE grade A to C in English and Maths

  Experience

  Essential

  • Strong IT and administrative skills, with proficiency in Microsoft Office and Excel.
  • Ability to manage multiple tasks and work under pressure. Must have excellent written and verbal communication skills.
  • Organised, proactive, and able to work both independently and as part of a team.
  • Understanding of NHS policies, confidentiality, and safeguarding requirements.

  Desirable

  • Previous experience working in a GP practice.
  • Experience using clinical systems (SystmOne).

  Person Specification

  Qualifications

  Essential

  • GCSE grade A to C in English and Maths

  Experience

  Essential

  • Strong IT and administrative skills, with proficiency in Microsoft Office and Excel.
  • Ability to manage multiple tasks and work under pressure. Must have excellent written and verbal communication skills.
  • Organised, proactive, and able to work both independently and as part of a team.
  • Understanding of NHS policies, confidentiality, and safeguarding requirements.

  Desirable

  • Previous experience working in a GP practice.
  • Experience using clinical systems (SystmOne).

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Employer details

  Employer name

  Collingwood Health Group

  Address

  Collingwood Surgery

  Hawkeys Lane

  North Shields

  Tyne And Wear

  NE29 0SF

  
  

  Employer's website

  https://collingwoodsurgery.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Collingwood Health Group

  Address

  Collingwood Surgery

  Hawkeys Lane

  North Shields

  Tyne And Wear

  NE29 0SF

  
  

  Employer's website

  https://collingwoodsurgery.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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