Administration Assistant - General Surgery

Job Overview

We have an exciting opportunity for an Administration Assistant to join the General Surgery team.

The successful applicant will have good IT skills and will need to be able to work alongside multiple teams. Good telephone skills, confidence and a positive helpful manner is essential.

Main duties of the job

• Provide an efficient and comprehensive administrative support service for the Secretary/PA, prioritising work to ensure deadlines are met.
• Fully conversant with all Microsoft applications, word processing, Microsoft publisher, producing presentations using PowerPoint, maintaining databases on excel and access.
• Using Microsoft Office applications to produce letters, memos and other documents as requested.
• Answering telephone calls promptly and courteously, assisting the caller or redirecting the call as appropriate.
• Ensure all queries from colleagues and external organisations are dealt with quickly and effectively in the department, producing file notes as necessary.
• Opening and dealing with incoming correspondences as appropriate.
• Undertaking photocopying tasks as and when required. Responsible for ensuring photocopier is maintained, liaison with the company engineer and ensuring stocks of peripherals are available.
• Maintain an efficient filing system ensuring all information is filed accurately and promptly.
• Prepare papers as requested.
• Retrieve Medical records and update tracking system.
• Support other staff as requested in a professional manner with various administration duties.

Working for your organisation

Our Poppy’s Promise Commitment

We believe that compassionate care sits at the heart of everything we do. Every member of our team — clinical or non-clinical — plays a vital role in ensuring that patients, families, and colleagues are treated with dignity, empathy, and respect at all times.

We expect all staff to demonstrate compassion not only through their words, but through their actions: by listening attentively, communicating clearly and kindly, and recognising individual needs, feelings, and circumstances of those in our care.

Effective communication is central to safe and high-quality healthcare. We value colleagues who take the time to understand others, explain information in a meaningful way, and respond to concerns with patience and understanding.

By joining our team, you are committing to uphold these values — ensuring that every patient feels heard, respected, and valued, and that compassion is embedded in every interaction, every day.