Job summary Crown House Surgery are excited to be adding the role of general practice assistant (GPA) at our busy 7 Partner, training Practice. A General Practice Assistant (GPA) will support the smooth running of clinics by performing routine administrative and clinical tasks on behalf of the GPs and wider clinical team in order to free up time to focus on the patient. The GPA will also assist the management and administration team to undertake tasks to support the day-to-day operational running of the Practice. We are looking for 2 positions to be filled in the surgery totalling 55.5hrs, however a job share would be considered. Closing date is 19.3.25, however we are reserving the right to close the advert earlier than this should we receive sufficient applications. Interviews are planned to be held w/c 31.3.25 Main duties of the job Job purpose: 1. Responsible to the Operations Manager to provide general assistance to the practice team. 2. Assist Operations Manager with updating social media, website, staff rotas and appointments. 3. To Electronically process incoming patient correspondence & input relevant clinical data from patients hospital and other clinical correspondence into the practice clinical computer system, working strictly in accordance with practice procedures. 4. To support the GPs to ensure the efficient provision of medical services and clinics by performing more routine administrative and clinical duties. About us Crown House Surgery are committed to delivering high quality patient care with a focus on continuity. Fidelium Health Ltd (FHL) will be your employer. Your base and HR Management will be at Crown House Surgery.Your contract of employment will align with the policies and procedures of this practice. Date posted 04 March 2025 Pay scheme Other Salary £24,450 a year Contract Permanent Working pattern Full-time, Part-time, Job share Reference number A2564-25-0001 Job locations Retford Primary Care Centre North Road Retford Nottinghamshire DN22 7XF Job description Job responsibilities Job title: General Practice Assistant Reports to: Catherine Peck, Operations Manager, Crown House Surgery. Job purpose: Responsible to the Operations Manager to provide general assistance to the practice team. Assist Operations Manager with updating social media, website, staff rotas and appointments. To Electronically process incoming patient correspondence & input relevant clinical data from patients hospital and other clinical correspondence into the practice clinical computer system, working strictly in accordance with practice procedures. To support the GPs to ensure the efficient provision of medical services and clinics by performing more routine administrative and clinical duties. Special Considerations: The ability to communicate effectively with all members of the Practice Team To work towards the business objectives To be professional, confidential, empathetic, approachable and reliable To be flexible in terms of time to meet the needs of the role To understand the need to maintain confidentiality and data security, at all times. Knowledge, Skills and Experience: Excellent communication and interpersonal skills Excellent IT skills, including experience of working with a clinical system. Good analytical, organisational, motivational and problem-solving skills Ability to multi-task and work accurately under pressure. Main Responsibilities: Updating the practices social media page and practice website with relevant information and answering patient online queries. Planning staff rotas for administration teams including allocation of overtime. Adding GP & clinical staff appointments on SystmOne including extended access clinic, ensuring there are minimum of 12 weeks of appointment availability Managing & approving staff and GP annual leave inline with the annual leave policy and updating relevant rotas, ensuring there is sufficient clinical cover Administration of Pathology Links. Minuting of all meetings held at the practice and distributed in a timely manner. Undertake general nurse administrative tasks including but not exhaustive to downloading 24hr ECG & BP readings to be sent to the clinician, infection control administration, maintaining calibration logs and sending off medical equipment. Completing basic (non-opinion) forms in addition to some core elements of forms for the GP to approve and sign such as insurance forms, mortgage applications, Department for Work and Pension benefits forms and other as appropriate. Opening of external and internal mail in electronic and paper format ensuring clearly marked with date received. Scan paper mail and attaching to patient records and work-flowed to clinicians or filed according to practice procedures. Action electronic mail attaching to patient medical records and work-flowed to clinicians or filed according to practice procedures. Identifying relevant clinical information documented in patient correspondence, coding appropriately in patient records, completing any detailed actions and forwarding documents on to other teams where required. Ensure all diagnoses/clinical information/results are read-coded correctly following strict practice policy and guidelines Ensure good quality of data recorded is maintained. Make recommendations to the Data Quality & IT Lead of any communications that maybe considered appropriate to be directly filed. Highlight problems & escalate any issues to the Data Quality & IT Lead in relation to communication workflow processes. Open and distribute the morning daily post Ensure any changes/information is logged in the diary for job share colleagues Login to generic surgery e-mail account twice daily, retrieving/distributing any relevant e-mails Identify & report problems with scanner or Gateway PC to the Data Quality & IT Lead as necessary. Plan and block time for staff and clinicians to attend any meetings or training sessions. Highlight areas for improvement/inaccuracies to the Operations Manager. Undertake any other additional duties appropriate to the post as requested by the Partners, or Management Team. Support all clinical staff with general tasks as requested Assist & support the Business Manager & Operations Manager where necessary. Other Duties and Responsibilities: Attend meetings as requested Uphold confidentiality at all times Follow security procedures Following Health and Safety procedures Adhere to infection control procedures Carry out any other duties relevant to the role Promote a positive attitude Be flexible in terms of meeting the needs of the business Communications and Working Relationships: Recognise the importance of effective communication with the team and strive to: Communicate effectively with all members of the Practice Team Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in the Job Description, the post-holder will have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues and other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health and Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Equality and Diversity: The post-holder will support the equality, diversity rights of patients, carers and colleagues to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights Personal/Professional Development: Manage own time effectively, plan and meet personal and practice targets. Ensure own personal development through reflection and feedback from partners and colleagues. Through performance management process ensure that personal continuing training needs are identified and met Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Job description Job responsibilities Job title: General Practice Assistant Reports to: Catherine Peck, Operations Manager, Crown House Surgery. Job purpose: Responsible to the Operations Manager to provide general assistance to the practice team. Assist Operations Manager with updating social media, website, staff rotas and appointments. To Electronically process incoming patient correspondence & input relevant clinical data from patients hospital and other clinical correspondence into the practice clinical computer system, working strictly in accordance with practice procedures. To support the GPs to ensure the efficient provision of medical services and clinics by performing more routine administrative and clinical duties. Special Considerations: The ability to communicate effectively with all members of the Practice Team To work towards the business objectives To be professional, confidential, empathetic, approachable and reliable To be flexible in terms of time to meet the needs of the role To understand the need to maintain confidentiality and data security, at all times. Knowledge, Skills and Experience: Excellent communication and interpersonal skills Excellent IT skills, including experience of working with a clinical system. Good analytical, organisational, motivational and problem-solving skills Ability to multi-task and work accurately under pressure. Main Responsibilities: Updating the practices social media page and practice website with relevant information and answering patient online queries. Planning staff rotas for administration teams including allocation of overtime. Adding GP & clinical staff appointments on SystmOne including extended access clinic, ensuring there are minimum of 12 weeks of appointment availability Managing & approving staff and GP annual leave inline with the annual leave policy and updating relevant rotas, ensuring there is sufficient clinical cover Administration of Pathology Links. Minuting of all meetings held at the practice and distributed in a timely manner. Undertake general nurse administrative tasks including but not exhaustive to downloading 24hr ECG & BP readings to be sent to the clinician, infection control administration, maintaining calibration logs and sending off medical equipment. Completing basic (non-opinion) forms in addition to some core elements of forms for the GP to approve and sign such as insurance forms, mortgage applications, Department for Work and Pension benefits forms and other as appropriate. Opening of external and internal mail in electronic and paper format ensuring clearly marked with date received. Scan paper mail and attaching to patient records and work-flowed to clinicians or filed according to practice procedures. Action electronic mail attaching to patient medical records and work-flowed to clinicians or filed according to practice procedures. Identifying relevant clinical information documented in patient correspondence, coding appropriately in patient records, completing any detailed actions and forwarding documents on to other teams where required. Ensure all diagnoses/clinical information/results are read-coded correctly following strict practice policy and guidelines Ensure good quality of data recorded is maintained. Make recommendations to the Data Quality & IT Lead of any communications that maybe considered appropriate to be directly filed. Highlight problems & escalate any issues to the Data Quality & IT Lead in relation to communication workflow processes. Open and distribute the morning daily post Ensure any changes/information is logged in the diary for job share colleagues Login to generic surgery e-mail account twice daily, retrieving/distributing any relevant e-mails Identify & report problems with scanner or Gateway PC to the Data Quality & IT Lead as necessary. Plan and block time for staff and clinicians to attend any meetings or training sessions. Highlight areas for improvement/inaccuracies to the Operations Manager. Undertake any other additional duties appropriate to the post as requested by the Partners, or Management Team. Support all clinical staff with general tasks as requested Assist & support the Business Manager & Operations Manager where necessary. Other Duties and Responsibilities: Attend meetings as requested Uphold confidentiality at all times Follow security procedures Following Health and Safety procedures Adhere to infection control procedures Carry out any other duties relevant to the role Promote a positive attitude Be flexible in terms of meeting the needs of the business Communications and Working Relationships: Recognise the importance of effective communication with the team and strive to: Communicate effectively with all members of the Practice Team Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in the Job Description, the post-holder will have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues and other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health and Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Equality and Diversity: The post-holder will support the equality, diversity rights of patients, carers and colleagues to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights Personal/Professional Development: Manage own time effectively, plan and meet personal and practice targets. Ensure own personal development through reflection and feedback from partners and colleagues. Through performance management process ensure that personal continuing training needs are identified and met Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Person Specification Experience Essential Experience of working with the general public Experience of working in administration Desirable Experience of working within a GP Practice Experience of working in a health care setting Experience of using SystmOne Qualifications Essential GCSE Mathematics & English (C or above) Educated to A level or equivalent Desirable Higher Level Business or Administration Qualification Skills Essential Fully competent in the use of Microsoft Office Excellent IT skills Effective time management (Planning & Organising) Ability to work as a team member and autonomously Problem solving & analytical skills Ability to follow policy and procedure Ability & experience of minuting Good Time Management and must be able to work to tight deadlines. Excellent communication (written & verbal) and interpersonal skills Person Specification Experience Essential Experience of working with the general public Experience of working in administration Desirable Experience of working within a GP Practice Experience of working in a health care setting Experience of using SystmOne Qualifications Essential GCSE Mathematics & English (C or above) Educated to A level or equivalent Desirable Higher Level Business or Administration Qualification Skills Essential Fully competent in the use of Microsoft Office Excellent IT skills Effective time management (Planning & Organising) Ability to work as a team member and autonomously Problem solving & analytical skills Ability to follow policy and procedure Ability & experience of minuting Good Time Management and must be able to work to tight deadlines. Excellent communication (written & verbal) and interpersonal skills 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 Crown House Surgery Address Retford Primary Care Centre North Road Retford Nottinghamshire DN22 7XF Employer's website http://www.crownhousesurgery.co.uk/ (Opens in a new tab)