We arelooking for an experienced GP assistant/ administrator, with excellent IT, time management and organisational skills to work part time between 24-32 hours per week.
The role of GP assistant wasdeveloped to relieve the administrative burden on GPs and enable them to focuson patients clinical needs.
As part of the wider team ingeneral practice, General Practice Assistants provide a support role, carryingout administrative tasks, combined in some areas with basic clinical duties ifrequired.
The employment will be partof the ARRS role for GP assistant for the SWAN PCN, working at Cutlers HillSurgery.
Main duties of the job
The post holder provides comprehensive administrative and clerical support to clinical staff and the wider practice team, ensuring the smooth and efficient running of daily operations. Responsibilities include accurate data entry and read coding of patient information into the clinical system, extracting and coding key details from correspondence, and maintaining up-to-date electronic records through scanning and document management.
The role supports clinical triage by prioritising tasks, arranging appointments, referrals, diagnostic tests and follow-ups, and managing workflow to maximise GP capacity. The post holder allocates tasks for clinical review, processes referrals including two-week wait pathways, manages routine clinical correspondence such as DNA letters, and responds to Choose and Book queries and general patient enquiries promptly.
Acting as a key liaison between GPs, clinicians, patients, and external agencies, the role promotes coordinated patient care. Duties also include processing practice post and emails, redirecting correspondence appropriately, and collaborating with hospital teams, social services and community providers.
In addition, the post holder oversees administrative aspects of QOF, including patient recalls and liaison with clinical staff to support targets. The role produces activity reports using SystmOne, runs monthly recall searches, supports online patient access, and ensures effective task tracking across teams.
About us
Cutlers HillSurgery is seeking a proactive, organized, and forward-thinking GP Assistant/ Administrator to join our highly skilled and friendly administrativeteam. This is a fantastic opportunity to work within an established,progressive practice committed to innovation, collaborative working, anddelivering excellent patient service.
You will join awell-coordinated team including other administrative staff, Care Coordinators,receptionists, clinical staff, and management personnel, workingcollaboratively to maintain the high standards of our practice.
Job responsibilities
Main duties of the job:
* Undertaking a variety of administrative duties including the provision of secretarial and clerical support to clinical staff and other members of the practice team.
* Data entry and read coding of relevant patient information and medical data into the clinical system. Extract key information from letters, accurately code patient data, and update records.
* Scanning patient information into computerised records, including medical documents, hospital records and letters, as necessary.
* Assist clinical staff with daily triage requests, prioritise actions, and arrange appointments, referrals, tests, and follow-up appointments for patient
* Manage workflow and prioritize key tasks to help free up GP time
* Redirect correspondence to other professionals, such as clinical pharmacists.
* Serve as an important link between GPs, other clinicians, external agencies, and patients.
* Ensure seamless patient care by collaborating with hospital teams, social services, and community providers.
* Allocating workflow for review by doctors or other health professionals.
* Dealing with referrals to primary care.
* Processing practice post and emails.
* Dealing with all routine clinical post directly e.g. did not attend DNA letters, two week wait referrals 2WW etc.
Administrator
Oversee the administrative elements of QOF including inviting patients and liaising with GPs and nursing staff to reach QOF targets.
Help maintain smooth daily operations, including task tracking and liaising with other teams that workflow is being completed.
Produce performance and activity reports on System One and assist other to produce clinical reports when required.
Process clinical letters received through email, SystmOne and postal letters onto the clinical system and signpost them appropriately to other teams.
Run monthly the further patient review recall report and invite patients for follow ups as required.
Set up and support patients with Online access to their records.
Person Specification
Experience
* Previous experience in an administrative or healthcare role experience in a GP surgery or primary care is highly desirable.
* Familiarity with GP software systems e.g., SystmOne.
* Understanding of the Quality Outcome Framework QoF and Investment and Impact Framework IIF.
* Ability to communicate effectively, working in a confidential and discreet manner.
* Ability to multi-task, work efficiently and maintain a high level of attention to detail, when under pressure.
* Ability to work as part of a multi-disciplinary team, as well as independently.
* Knowledge of patient confidentiality, data protection, and safeguarding principles.
* Excellent communication and organizational skills, with a keen eye for detail.
* A commitment to teamwork and the ability to work independently.
* Flexibility to adapt to the evolving needs of primary care.
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.
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