Job summary
Job role: Practice Assistant
Job type: Temporary for 1 year
Start date: 1st September 2025
Working hours:
Mon, Tues, Thur, Fri - 9AM-5PM
Wed - 9AM-4:30PM
Salary: £14.33 per hour
Location: Castlefields Surgery, Castle Way, Newport Road, Stafford ST16 1BS
Main duties of the job
The post holder is responsible for leading and managing the Support Services Team and managing patient referrals in the practice.
About us
We are a rapidly growing GP-led organisation with a mission to ensure that all patients have access to comprehensive, coordinated and continuous care within a sustainable primary care system. We appreciate that our whole primary care system is struggling, which is causing a negative effect on patient care and staff happiness. We believe that we can turn this around by reimagining how primary care is delivered from the ground up by placing a focus on data insights, technology and clinical innovation. Ultimately, we want to improve patient access, patient experience and health outcomes to significantly increase the quality of care for our patients. However, we can only build the best primary care service there is if our colleagues are happy, empowered and supported within an excellent working environment. If you believe that there are ways to drastically improve the way primary care is delivered for both patients and staff alike and you want to be a part of this; then we would love to meet you and tell you more about our plans.
Job description
Job responsibilities
Duties include but are not limited to:
Secretarial Duties:
- Typing of all referrals and sending to the relevant outside agencies and other bodies.
- Typing of all clinical and non-clinical administration from the Practice Manager, Practice Nurse, attached staff etc.
- Preparation and typing of private reports.
- Preparation of agenda/taking minutes and production of reports of practice/staff meetings.
- Liaising with hospital and other agencies regarding patient referrals and any information that the Clinician requires
- Making appointments for patients to see Consultants etc., privately or via NHS (if required)
- Telephone contact with outside agencies.
PA Duties:
- To be responsible for the daily management of Patient Care Team by organising the rota of staff (including holidays and other leave) in order to provide an efficient service to the partners and patients.
- To be responsible for the delivery of excellent customer service for patients
- To have a thorough knowledge of all Practice procedures and protocols, working within them all times.
- Fire Marshall for the practice
- To deliver agreed performance and quality standards within the practice and support and implement all agreed change programmes and projects
- Take responsibility for own development learning and performance including participating in employee supervision and acting as a positive role model
- Support the development of others in order to maximise potential
- Actively promote the workplace as a learning environment, encouraging everyone to learn from each other and from external good practice
- Lead others to make realistic self-assessment of their application of knowledge and skills, challenging any complacency and actions that are not in the interest of the public and/or users of services
- Lead in planning and implementing changes within areas of responsibility
- Lead and participate in the development of local guidelines, protocols and standards
- Lead the team to ensure sufficient staff of appropriate ability, quality and skill-mix are available to meet current and future service delivery
- Responsible for performance management of the support services team, providing feedback as appropriate
- Undertake appraisals in line with best practice and local policies
- Identify the employee requirement to meet the practice business needs, assessing the impact and implementation of skill mix in the delivery of care
- Instigate and lead performance management and formal disciplinary procedures if required
- Manage and monitor sickness, absence and annual leave requests in line with best practice and local policies
Other duties:
- QoF call and recall for all the quality indicators
- Invoicing for Enhanced Services undertaken by the practice
- Completion of Ext Hours spreadsheet on a quarterly basis
- Cover reception and other patient facing services when required
Personal Development:
- To have responsibility for the health and safety and welfare of others in the working environment, to follow safe working practices and to comply at all times with the Practices health and safety policy.
- Maintain good working relationships with other members of the practice team and staff from other agencies.
- To identify training needs of self and participate in relevant education/training programmes.
- To attend staff meetings as required.
- To undertake such duties as may be required from time to time, as are consistent with the responsibilities of the grade and the individuals level of competence.
- Changes to this job description may be made in consultation with the post-holder.
Skills and experience:
Essential:
- Proven experience managing and leading a team, including performance management and appraisals
- Experience with staff rotas, absence management, and managing leave requests
- Experience preparing referrals and reports (clinical and non-clinical)
- Minute-taking and meeting preparation
- Strong organisational skills to manage multiple priorities and tasks efficiently
- Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
- Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
- Experience dealing with and supporting members of the public
- Basic understanding of health and safety policies
Desirable:
- Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
- Experience using EMIS
- Experience with QOF
- Awareness of Care Quality Commission (CQC) standards and inspection processes
- NVQ/SVQ Level 3 or higher in Business Administration or Management
Benefits:
- 27 days annual leave (pro-rata) plus 8 bank holidays (pro-rata)
- NHS Pension Scheme
- Enhanced family leave
- Enhanced sick pay
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such will be necessary for a submission for the Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Job description
Job responsibilities
Duties include but are not limited to:
Secretarial Duties:
- Typing of all referrals and sending to the relevant outside agencies and other bodies.
- Typing of all clinical and non-clinical administration from the Practice Manager, Practice Nurse, attached staff etc.
- Preparation and typing of private reports.
- Preparation of agenda/taking minutes and production of reports of practice/staff meetings.
- Liaising with hospital and other agencies regarding patient referrals and any information that the Clinician requires
- Making appointments for patients to see Consultants etc., privately or via NHS (if required)
- Telephone contact with outside agencies.
PA Duties:
- To be responsible for the daily management of Patient Care Team by organising the rota of staff (including holidays and other leave) in order to provide an efficient service to the partners and patients.
- To be responsible for the delivery of excellent customer service for patients
- To have a thorough knowledge of all Practice procedures and protocols, working within them all times.
- Fire Marshall for the practice
- To deliver agreed performance and quality standards within the practice and support and implement all agreed change programmes and projects
- Take responsibility for own development learning and performance including participating in employee supervision and acting as a positive role model
- Support the development of others in order to maximise potential
- Actively promote the workplace as a learning environment, encouraging everyone to learn from each other and from external good practice
- Lead others to make realistic self-assessment of their application of knowledge and skills, challenging any complacency and actions that are not in the interest of the public and/or users of services
- Lead in planning and implementing changes within areas of responsibility
- Lead and participate in the development of local guidelines, protocols and standards
- Lead the team to ensure sufficient staff of appropriate ability, quality and skill-mix are available to meet current and future service delivery
- Responsible for performance management of the support services team, providing feedback as appropriate
- Undertake appraisals in line with best practice and local policies
- Identify the employee requirement to meet the practice business needs, assessing the impact and implementation of skill mix in the delivery of care
- Instigate and lead performance management and formal disciplinary procedures if required
- Manage and monitor sickness, absence and annual leave requests in line with best practice and local policies
Other duties:
- QoF call and recall for all the quality indicators
- Invoicing for Enhanced Services undertaken by the practice
- Completion of Ext Hours spreadsheet on a quarterly basis
- Cover reception and other patient facing services when required
Personal Development:
- To have responsibility for the health and safety and welfare of others in the working environment, to follow safe working practices and to comply at all times with the Practices health and safety policy.
- Maintain good working relationships with other members of the practice team and staff from other agencies.
- To identify training needs of self and participate in relevant education/training programmes.
- To attend staff meetings as required.
- To undertake such duties as may be required from time to time, as are consistent with the responsibilities of the grade and the individuals level of competence.
- Changes to this job description may be made in consultation with the post-holder.
Skills and experience:
Essential:
- Proven experience managing and leading a team, including performance management and appraisals
- Experience with staff rotas, absence management, and managing leave requests
- Experience preparing referrals and reports (clinical and non-clinical)
- Minute-taking and meeting preparation
- Strong organisational skills to manage multiple priorities and tasks efficiently
- Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
- Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
- Experience dealing with and supporting members of the public
- Basic understanding of health and safety policies
Desirable:
- Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
- Experience using EMIS
- Experience with QOF
- Awareness of Care Quality Commission (CQC) standards and inspection processes
- NVQ/SVQ Level 3 or higher in Business Administration or Management
Benefits:
- 27 days annual leave (pro-rata) plus 8 bank holidays (pro-rata)
- NHS Pension Scheme
- Enhanced family leave
- Enhanced sick pay
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such will be necessary for a submission for the Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Person Specification
Experience
Essential
- Proven experience managing and leading a team, including performance management and appraisals
- Experience with staff rotas, absence management, and managing leave requests
- Experience preparing referrals and reports (clinical and non-clinical)
- Minute-taking and meeting preparation
- Strong organisational skills to manage multiple priorities and tasks efficiently
- Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
- Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
- Experience dealing with and supporting members of the public
- Basic understanding of health and safety policies
Desirable
- Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
- Experience using EMIS
- Experience with QOF
- Awareness of Care Quality Commission (CQC) standards and inspection processes
- NVQ/SVQ Level 3 or higher in Business Administration or Management
Experience
Essential
- Proven experience managing and leading a team, including performance management and appraisals
- Experience with staff rotas, absence management, and managing leave requests
- Experience preparing referrals and reports (clinical and non-clinical)
- Minute-taking and meeting preparation
- Strong organisational skills to manage multiple priorities and tasks efficiently
- Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
- Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
- Experience dealing with and supporting members of the public
- Basic understanding of health and safety policies
Desirable
- Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
- Experience using EMIS
- Experience with QOF
- Awareness of Care Quality Commission (CQC) standards and inspection processes
- NVQ/SVQ Level 3 or higher in Business Administration or Management
Person Specification
Experience
Essential
- Proven experience managing and leading a team, including performance management and appraisals
- Experience with staff rotas, absence management, and managing leave requests
- Experience preparing referrals and reports (clinical and non-clinical)
- Minute-taking and meeting preparation
- Strong organisational skills to manage multiple priorities and tasks efficiently
- Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
- Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
- Experience dealing with and supporting members of the public
- Basic understanding of health and safety policies
Desirable
- Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
- Experience using EMIS
- Experience with QOF
- Awareness of Care Quality Commission (CQC) standards and inspection processes
- NVQ/SVQ Level 3 or higher in Business Administration or Management
Experience
Essential
- Proven experience managing and leading a team, including performance management and appraisals
- Experience with staff rotas, absence management, and managing leave requests
- Experience preparing referrals and reports (clinical and non-clinical)
- Minute-taking and meeting preparation
- Strong organisational skills to manage multiple priorities and tasks efficiently
- Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
- Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
- Experience dealing with and supporting members of the public
- Basic understanding of health and safety policies
Desirable
- Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
- Experience using EMIS
- Experience with QOF
- Awareness of Care Quality Commission (CQC) standards and inspection processes
- NVQ/SVQ Level 3 or higher in Business Administration or Management
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.