Penn Hill Surgery

General Practice Assistant (GPA) for Medicines Management POD

The closing date is 17 August 2025

Job summary

This role is jointly contracted with our Primary Care Network (PCN) but is based in the practice. We are looking for a bright, organised, efficient individual with an eye for detail to join our small prescription (POD) team which comprises of a Clinical Pharmacist and GPA Prescription Clerks. Our POD team have their own dedicated office but work closely with all members of the practice team, in particular the Reception team and GPs to ensure all patient queries and requests are dealt with in a timely manner.

We would need you to be able to commit to working either:

a) 8 hours every Monday, Tuesday and Friday from 08:30 to 17:00

or b) 5-6 hours every Monday, Tuesday, Wednesday and 8 hours on Fridays

You would act as the focal point of communication between all members of staff, patients, pharmacies and hospitals, to ensure patients' repeat medication is produced within current surgery protocols. You would carry out duties with a positive attitude and approach towards problem solving, and uphold and deliver the values, standards, aims, objectives and expectations of Penn Hill Surgery.

Main duties of the job

Key Responsibilities

Process prescription requests in line with the surgery's repeat prescribing protocol.

Manage new medication/add meds/follow ups from discharges/letters.

Data entry from discharges/letters onto patient records (ie weight, height, blood pressure etc).

Expedite urgent prescriptions to help ensure a safe and responsive service to our patients.

Proactively manage and resolve complex prescription queries from patients, pharmacies, hospitals and internal staff.

Perform monthly drug monitoring using EMIS Web searches and arrange relevant clinical reviews.

Update pharmacies with medication changes including dosage adjustments and changes to blister packs.

Liaise with secondary care providers to ensure medication changes and discharges are actioned.

Communicate with other practices to obtain medication summaries for new patients.

Create tasks and assist clinicians in managing document workflow relating to prescriptions.

Conduct drug monitoring within limits of non-clinical role

Action patient requests from EMIS Tasks, AskMyGP and email daily.

Scan clinical correspondence and ensure it is coded and filed appropriately.

Proactively support patients in understanding repeat medication processes and changes.

About us

We are a close knit, hard working practice within which our POD team sits. We offer 5 weeks pro rata annual leave plus bank holiday entitlement. We also offer the NHS pension scheme membership.

As a practice we have monthly half day closure training to ensure everyone has time for a practice update, team meetings and mandatory training.

We also have a summer and Christmas party every year which is fully funded.

Date posted

07 August 2025

Pay scheme

Other

Salary

£13 to £13.57 an hour £13 rising to £13.57 upon successful completion of probation

Contract

Permanent

Working pattern

Part-time

Reference number

A2122-25-0013

Job locations

St. Nicholas Close

Yeovil

Somerset

BA20 1SB

Job description

Job responsibilities

Job Description

Job Title:

General Practice Assistant (GPA)

for Medicines Management POD

Reporting to:

Practice Manager & Clinical Pharmacist

Location:

Penn Hill Surgery

Rate of pay:

£13.00 per hour rising to £13.57 per hour upon successful completion of probationary period

Hours of Work:

24 26 hours per week

Mon, Tues and Fri until 8.30am to 5pm

or Monday, Tues, Weds, Fri until 5pm

Role Summary

As a GPA Medicines Management & Prescribing Administrator, you will play a critical role in supporting the safe and efficient processing of prescriptions, providing a communication hub between patients, pharmacies, GPs, and healthcare professionals. You will combine clinical administrative expertise with a customer-focused approach to contribute to safe prescribing practices and to the overall performance of the prescribing team.

This role requires a high level of attention to detail, advanced coordination skills, and initiative to ensure patients medication needs are met promptly and in accordance with current practice and NHS prescribing protocols.

Key Responsibilities

Prescription & Medicines Management

Process prescription requests in line with the surgery's repeat prescribing protocol.

Manage new medication/add meds/follow ups from discharges/letters.

Manage the vulnerable and high dependency drugs users through a robust protocol.

Data entry from discharges/letters onto patient records (ie weight, height, blood pressure, heart rate etc).

Expedite urgent prescriptions to help ensure a safe and responsive service to our patients.

Proactively manage and resolve complex prescription queries from patients, pharmacies, hospitals, and internal staff.

Perform monthly drug monitoring using EMIS Web searches and arrange relevant clinical reviews.

Maintain and use the Prescription Tracker to monitor the status of prescriptions.

Update pharmacies with medication changes including dosage adjustments and changes to blister packs.

Support the Clinical Pharmacist in medicines reconciliation and repeat medication reviews.

Liaise with secondary care providers to ensure medication changes and discharges are actioned.

Communicate with other practices to obtain medication summaries for new patients.

Liaise with pharmacies on the supply of prescribed drugs and alert clinical teams of any supply issues and forward on recommended alternatives.

Work within the Somerset Prescribing Formulary and work within the recommended cost effective and evidence based choices

Review the Traffic Light system and know which drugs need to be prescribed by secondary care and advise clinical team.

Provide an efficient administration service as part of a team to ensure the smooth running of the prescription support to our clinicians

Create tasks and assist clinicians in managing document workflow relating to prescriptions.

Conduct drug monitoring within limits of non-clinical role

Patient Coordination & Record Keeping

Action patient requests from EMIS Tasks, AskMyGP and email daily.

Accurately enter patient information into EMIS Web.

Check for outstanding chronic disease reviews and arrange necessary appointments.

Scan clinical correspondence and ensure it is coded and filed appropriately.

Proactively support patients in understanding repeat medication processes and changes.

Teamwork

Attend and contribute to prescribing team meetings and cross-departmental discussions.

Suggest improvements to prescribing processes to increase efficiency and safety.

General Duties

Confidentiality

Handle all patient, practice and partner information in strictest confidence.

Comply with GDPR, Data Protection Act, and NHS confidentiality standards.

Health & Safety

Identify and report health and safety risks and participate in infection control practices.

Maintain a clean and safe working environment in all patient and administrative areas.

Quality & Governance

Support quality initiatives including audits and CQC compliance.

Participate in personal development plans and annual reviews.

Equality, Diversity & Inclusion

Promote equality and diversity in all interactions with staff, patients, and stakeholders.

Challenge discrimination and contribute to an inclusive work environment.

Communication

Act as a liaison between internal departments and external healthcare professionals.

Tailor communication style to accommodate patients with diverse needs and backgrounds.

Person Specification

Post: General Practice Assistant (GPA)

Essential

Desirable

Qualifications

5 GCEs including English and Maths.

Qualification in health/social care or dispensing: Healthcare administration qualification

Knowledge & Skills

Excellent written and verbal communication skills including ability to listen, to discuss and to inform clearly

Excellent organisational skills and meticulous with good time management skills

Ability to build strong relationships with colleagues at all levels

Good degree of accuracy and attention to detail

Ability to work alone and part of a team and promote a good team spirit

Excellent IT skills

Able to take an overview and prioritise effectively

Understanding of basic health and social care terminology

Familiarity with IT systems currently in use in health and social care settings

Experience

Experience of clerical and administrative work

Experience of working in a GP practice or healthcare environment

Experience and good understanding of operating Microsoft Office including Word, Power Point and Excel

Experience and good working knowledge of patient confidentiality

Experience of prioritising own workload in a busy working environment

Experience as a Prescription Clerk or GPA - Knowledge of NHS primary care protocols

Personal Qualities and Attributes/Other

Strong patient focus

Ability to cope with multiple demands

Willingness and ability to participate in attending training courses in relation to the role

Positive attitude & self-motivated