Job responsibilities
Ensure all enquiries are handled efficiently, courteously, and professionally at all times.
Oversee all clinician referrals, including 2WW, ensuring they are actioned daily. Maintain up-to-date ERS worklists and tasks. Communicate any changes to referral pathways to all staff and update the referral guide accordingly.
Maintain and monitor the referral tracking document, recording statistics and data for audit and evaluation purposes.
Reconcile report details against invoices to ensure accuracy.
Prepare medical reports and patient records, including printing or photocopying of patient summaries. Log all DSARs on the tracker to ensure statutory timelines are met.
Liaise professionally with external organisations and agencies.
Request results, letters, notes, or reports from other healthcare providers as required.
Maintain a comprehensive record of all medical report requests received from outside agencies.
Accurately record contemporaneous notes following any patient contact on the electronic patient record system.
Ensure all letters and reports are produced promptly, accurately, and to a professional standard.
Complete patient registration and deduction processes in line with practice procedures.
Maintain office supplies and stock levels, ensuring accurate and up-to-date records are kept.
Code clinical letters in accordance with practice protocols and training.
Provide cover for reception and administrative staff as required to support continuity of service.
Support managers throughout the recruitment process as needed.
Assist managers in complaint investigations, including administrative preparation and evidence collation.
Support the Reception Supervisor with daily, weekly, and monthly clinical rotas and ensure EMIS sessions are updated accordingly.
Carry out general administrative tasks as required.
Support the smooth and efficient running of the administrative team.
Act as backup Fire Marshal, including conducting regular fire and panic alarm tests.
Support managers and the Admin Lead with health and safety inspections.
Assist in preparing and, when required, chairing practice meetings such as admin/reception, PPG, Integrated Care, Mental Health, Clinical, and Health Visitor meetings. Record and distribute accurate minutes and follow-up actions.
Contribute to the implementation and regular updating of practice policies, process maps, and pathway documentation.
Assist in monitoring staff workloads, providing updates and feedback to the Lead Administrator and Reception Supervisor on progress and achievements.
Support the Lead Administrator and Reception Supervisor in identifying staff training needs through the review process.
Assist the Lead Administrator and Reception Supervisor in implementing team or workflow changes as required.
Ensure all day-to-day team tasks and duties, as outlined in checklists, are completed. Report any concerns or backlogs promptly to the Lead Administrator and Reception Supervisor.
Support the Lead Administrator and Reception Supervisor in maintaining accurate EMIS appointment books, ensuring all clinician availability is visible at least three months in advance.
Ensure all sessions, meetings, and staff leave are accurately reflected on the clinical system and notify line managers once updates are complete.
Support the Lead Administrator and Reception Supervisor in preparing and submitting locum cover requests to HMB for all clinical staff as soon as requests are received.
Ensure all unfilled locum sessions are recorded on the internal spreadsheet and that the buy-back process is followed.
Assist the management team in achieving targets for DES, NIS, QOF, and other quality services. Monitor performance weekly, highlighting any shortfalls and discussing action plans with the manager.
Support the Lead Administrator, Reception Supervisor, and Managers with all aspects of CQC preparation.
Assist with PPA preparation in collaboration with clinical staff and HCAs. Conduct monthly stock reconciliations for paid vaccines, ensuring adequate stock levels across all categories. Record all stock movements accurately and report national shortages to the Clinical Lead, Nursing Team, and Managers.
Provide administrative support for significant event and complaint investigations, including fact-finding and documentation.
Investigate and report all IT issues to the relevant local IT services (NELCSU, NHS Mail, or EMIS). Ensure all staff use the logging and issue-sharing system appropriately.
Please see the attached Job Description for further details.
Take ownership of your personal development by preparing for and actively participating in your appraisal process.
Undertake any other reasonable duties or tasks as delegated by the Lead Administrator, Reception Supervisor, or Management Team.
