Job summary
Kennet and Avon Medical Partnership is looking for an organised, adaptable and proactive Rota & Administration Support Officer to join our friendly Rota and Clinical Support Team. We hope that this new role will be both varied and rewarding, supporting the smooth running of our busy practice.
Working closely with the Rota Lead, Practice Management and wider administrative teams, you will help coordinate clinical rotas, support clinical coding and workflows, manage patient communications and ensure our daily operational processes run efficiently.
This role would suit someone with excellent organisational skills, strong attention to detail and the ability to thrive in a fastpaced environment where priorities can change quickly.
PLEASE NOTE - Interviews will take place from 9:00am on Friday 24 April at our Pewsey Surgery.
If you are unable to attend on this date, please contact us before applying.
Main duties of the job
Duties will include:
- Supporting the setup and maintenance of clinical rotas and appointment templates.
- Monitoring rota changes, resolving scheduling conflicts and communicating updates clearly.
- Providing high-quality administrative support including audio/copy typing, referrals support and handling patient and hospital correspondence.
- Coordinating outpatient bookings, tracking two-week-wait referrals and ensuring timely escalation of delays.
- Monitoring generic inboxes, processing documents, and ensuring data is accurately coded into patient records.
- Supporting the QA team with document workflow, scanning and coding tasks.
- Providing general administrative support to the practice including telephone work, registration processes and routine office tasks.
- Ensuring high standards of confidentiality, information governance and accuracy across all work.
Full training will be provided.
About us
Kennet and Avon Medical Partnership is a largerthanaverage general practice with around 17,500 patients, operating across our Marlborough and Pewsey sites in beautiful North East Wiltshire.We pride ourselves on being a warm, supportive and welcoming team, reflected in our mission:
To deliver high-quality healthcare with happy and motivated staff, where all staff and patients are treated with dignity and respect.
Benefits of working for KAMP:
- Weekday-only working
- 5.4 weeks annual leave plus bank holidays
- NHS Pension Scheme
- Free refreshments
- Regular staff socials
- Discounts with local opticians
- Paid Bluelight discount scheme membership
- Supportive onboarding and full training
- Friendly, approachable team culture
Job description
Job responsibilities
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.
Job description
Job responsibilities
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.
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Mathematics at grades AC / 49
Experience
Essential
- Experience working in an administrative role within a busy office environment
- Experience handling confidential information
Desirable
- Experience managing or supporting rotas, schedules, or workforce planning
- Experience working within a healthcare setting (NHS or primary care)
- Experience of using NHS admin processes eg, referrals, 2WW pathways, ERS
Personal Qualities
Essential
- Proactive, reliable, and collaborative approach to work
- Strong attention to detail;
- Enthusiastic about learning
- Professional, calm and patient focused
- Positive and solution focused attitude
Desirable
- Able to work independently and take initiative on self-led projects
Skills & Abilities
Essential
- Excellent written and verbal communication
- Able to manage time effectively and adapt quickly
- Confident in handling phone calls, enquiries and resolving issues professionally
- Accurate data entry and attention to detail
- Understanding of confidentiality, data protection and information governance
Desirable
- Familiarity with general practice workflows or SystmOne clinical systems
- Audio and copy typing
IT & Digital Confidence
Essential
- Proficient in MS Office / Google Workspace
- Experience of being comfortable learning new tech and tools
Desirable
- Interest in AI, healthcare innovation or digital transformation in the NHS
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Mathematics at grades AC / 49
Experience
Essential
- Experience working in an administrative role within a busy office environment
- Experience handling confidential information
Desirable
- Experience managing or supporting rotas, schedules, or workforce planning
- Experience working within a healthcare setting (NHS or primary care)
- Experience of using NHS admin processes eg, referrals, 2WW pathways, ERS
Personal Qualities
Essential
- Proactive, reliable, and collaborative approach to work
- Strong attention to detail;
- Enthusiastic about learning
- Professional, calm and patient focused
- Positive and solution focused attitude
Desirable
- Able to work independently and take initiative on self-led projects
Skills & Abilities
Essential
- Excellent written and verbal communication
- Able to manage time effectively and adapt quickly
- Confident in handling phone calls, enquiries and resolving issues professionally
- Accurate data entry and attention to detail
- Understanding of confidentiality, data protection and information governance
Desirable
- Familiarity with general practice workflows or SystmOne clinical systems
- Audio and copy typing
IT & Digital Confidence
Essential
- Proficient in MS Office / Google Workspace
- Experience of being comfortable learning new tech and tools
Desirable
- Interest in AI, healthcare innovation or digital transformation in the NHS
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.
