ROTA ADMINISTRATION Support the rota lead with overseeing appointment rotas including clinic set up for all members of the clinical team and attached practitioners.
Monitor effectiveness of the appointments system and report any problems or variations to the Rota Lead or Practice Manager.
Support Rota Lead to ensure adequate cover for clinics, leave, sickness, and training days.
Liaise with GPs, nurses, and other staff to resolve rota conflicts or last minute changes in liaison with the Rota Lead.
Communicate rota updates promptly and clearly to all relevant team members.
Support Rota Lead in planning for seasonal pressures, extended access, and duty schedules.
Support the Rota Lead as a contact for all sessions/rota/room booking related queries Ensure total familiarity with all appointment systems including regular and incidental variations Support the rota lead in the scheduling of routine practice meetings Support in the monitoring of booking of the clinical rooms and facilities to meet the needs of the practice Maintenance of good relations with attached staff Keep accurate records of additional work undertaken by the partners to ensure correct payments are made by the practice management.
CLINICAL SUPPORT ADMINISTRATION Provide a high quality audio and copy typing service, including clinical letters, reports, patient referrals, minutes, memorandums and other documentation accurately, efficiently and in line with practice standards.
Support the coordination of outpatient appointments, patient bookings and hospital admissions, liaising effectively with hospital and community teams and using relevant systems such as Choose and Book (e RS). Monitor and track two week wait (2WW) cancer referral progress, ensuring deadlines are met and concerns are escalated promptly.
Retrieve patient medical records as required and assist with the completion of medical/insurance reports in line with practice processes.
Manage electronic communications received by the practice, including monitoring the generic practice email account and website enquiries, ensuring timely responses and accurate filing into patient records.
Handle incoming and outgoing telephone calls professionally, taking accurate messages, responding to queries where appropriate and ensuring timely communication with patients, professionals and external partners.
Maintain accurate and secure data entry within the clinical computer system, complying with data protection, information governance and confidentiality requirements.
Assist with the collection, preparation and reporting of statistics, audits and other information when required.
QUALITY ASSURANCE (QA) ADMINISTRATION Support the QA team with document workflow and data quality tasks.
Process incoming patient-related correspondence (paper and electronic). Scan and attach documents to patient records, adding relevant details as required.
Forward documents to the correct clinician/team following practice protocols.
Support data entry tasks (e.g., coding documents, BP readings, screening data, vaccination forms). Assist with producing and sending patient invitation letters.
Monitor the QA teams NHSmail inbox and dashboards, escalating queries where needed.
Follow practice procedures for storing or disposing of documentation.
Perform other reasonable administrative duties to support the effective functioning of the QA team.
PRACTICE ADMINISTRATION Provide administrative support to the practice team, including handling enquiries, preparing documents, and updating records.
Assist with supporting Patient Navigation and Dispensary teams with cover as required.
Manage incoming and outgoing mail, emails, and telephone queries.
Support registration processes, patient communications, and routine practice workflows.
Maintain confidentiality and adhere to data protection policies at all times.
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