GP Assistant

Job description

Job responsibilities

1. Referrals Coordination

• Process all internal and external referrals following clinician instruction and practice protocol.

• Ensure referral templates are completed accurately and contain all necessary clinical information.

• Check eligibility criteria and referral requirements before sending.

• Manage tasks from clinicians relating to referrals and action promptly.

• Liaise with hospitals, community services and other providers to confirm referral receipt and chase outstanding referrals.

• Maintain accurate records on SystmOne and ensure Read codes are correctly entered.

• Support patients with queries regarding referral status, expected waiting times, and navigation of secondary care pathways.

• Escalate any concerns or delays to the Practice Manager or relevant clinician.

Note: This role supports the cervical screening programme but does not perform smear tests unless clinically trained and authorised.

• Check patient eligibility for cervical screening based on age, required intervals, and clinical status.

• Review recall schedules and identify patients due or overdue for screening.

• Contact patients to book cervical screening appointments, ensuring appropriate consent and understanding.

• Provide clear patient education about the screening process, its importance, and expectations.

• Maintain accurate records and ensure QOF/IIF requirements are met.

• Work closely with the Nursing Team to ensure appointment availability meets demand.

• Assist with sending appointments, letters, reminders and test-of-cure follow-up actions.

• Track sample results and support clinicians in ensuring timely follow-up.

• Support clinicians during clinics where required (e.g., document completion, patient prep, note summarising).

• Update patient records, scan documents, and code accurately as per protocols.

• Prepare paperwork, templates and resources needed to support clinical workflow.

• Support patient flow and manage clinical rooms where needed.

• Ensure all tasks sent by clinicians are actioned in line with practice standards.

• Provide clear, sensitive and informed communication with patients, particularly around screening and referrals.

• Support anxious or vulnerable patients to understand the process and encourage attendance.

• Signpost patients to additional support services where appropriate.

• Handle patient queries in person, via phone or online systems in line with confidentiality and GDPR.

• Adhere to all practice policies including confidentiality, safeguarding, infection control and data protection.

• Ensure all referral and screening documentation is completed to CQC and NHS standards.

• Participate in audit activities related to referrals and screening performance.

• Maintain competency-based training requirements for the GP Assistant role.

• Participate in team meetings, clinical governance discussions, and service-improvement projects.

• Contribute to a safe, supportive and patient-centred working environment.

• Support colleagues at busy times and during staff absences.

• Experience working in a GP Practice or primary care setting.

• Knowledge of SystmOne or ability to learn quickly.

• Strong organisational and administrative skills.

• Excellent communication and patient-facing abilities.

• Understanding of NHS referral pathways.

• Ability to manage sensitive conversations with empathy.

• High attention to detail and accuracy.

• Previous experience with cervical screening administration.

• Completion of GP Assistant training modules.

• Experience supporting QOF/IIF requirements.

• Understanding of medical terminology.

• Full induction and training.

• Regular supervision and performance review.

• Opportunity to undertake further accredited courses relevant to the role.

Person Specification

Qualifications

Essential

• 1. GCSEs or Equivalent
• GCSE English and Maths (Grade C/4 or above)

Experience

Essential

• 2. NHS / Primary Care Administrative Experience
• Prior experience working in a GP Practice, PCN, NHS admin role, or another healthcare setting.

Desirable

• 3. Relevant IT System Competence
• Confidence using clinical systems (e.g., SystmOne, EMIS, or similar).
• Proficiency in Microsoft Office (Word, Excel, Outlook).

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

The Croft Practice

Address

Barnham Road

Eastergate

Chichester

West Sussex

PO20 3RP

Employer's website

https://www.thecroft-practice.co.uk/ (Opens in a new tab)