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Collingham Medical Centre

GP Assistant

The closing date is 15 August 2025

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Job summary

To provide high-quality administrative support to the GP team, ensuring the smooth operation of clinical workflows, reception services, reporting, and external communications. This role focuses on enhancing efficiency and patient experience through robust administrative processes.

The successful candidate will work on site Monday, Tuesday, Wednesday, Thursday and Friday.

Main duties of the job

Arrange appointments and referrals: Schedule patient appointments, and any necessary follow-up visits to ensure continuity of care

Explain treatment procedures: Communicate treatment plans and procedures to patients clearly, including coordinating any follow-up appointments they may require.

Assist GP with external communication: Support the GP by liaising with outside agencies, such as contacting on-call doctors for advice or arranging hospital admissions while the GP continues consultations.

Workflow management: Be trained and proficient in managing clinical and administrative workflows efficiently.

System One proficiency: Work confidently with the System One clinical software for patient records and administrative tasks.

Health promotion leadership: Take a leading role in health promotion activities and patient education to support community health and wellbeing.

About us

We are a rural practice, serving almost 8000 patients. As a training practice we welcome GP registrars and medical students.

We have an experienced team of patient care advisors and we envisage the role of the GPA working alongside our patient care advisors, administration leads and GPs.

We have free on site parking and good commuter links.

Details

Date posted

24 July 2025

Pay scheme

Other

Salary

£13 to £13.50 an hour Pay dependant on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A5418-25-0005

Job locations

High Street

Collingham

Nottinghamshire

NG23 7LB


Job description

Job responsibilities

Key Responsibilities

Workflow Processes

Have an understanding of the scanning process to enter clinical correspondence onto medical records.

Manage and process incoming clinical correspondence e.g. hospital letters, pathology results using the practices document workflow system, following the Workflow Protocol.

Allocate tasks to appropriate clinical staff based on established protocols. Monitor outstanding actions and escalate where necessary to ensure timely resolution.

Reception Duties

Be fully conversant with the role of the Patient Care Advisers to support and deal with day-to-day process queries from the PCA team.

Provide support during peak times or staff absence within the PCA team.

Maintain confidentiality and uphold excellent customer service standards.

Dot Recall Reporting and Data Management

Assist the senior management team with Dot Recall reporting within SystmOne:

o Sending LTC and monitoring invitations to patients and following up with non-attenders.

o Actioning daily and weekly reports for the Dot Recall Pathology module to ensure background automation is taking place in a timely manner and queries raised with the clinical team.

o Maintain accurate records of patient recalls, reviews, and screening invitations.

Liaison with external organisations

Communicate with hospitals, community services, and other healthcare providers to assist the clinical team with patient queries.

Support the practice in responding to external queries and service requests. Ensure timely follow-up on external communications and documentation.

Research

Collate patient information for research programs

Assisting with participant recruitment

Collect and analyse data

Confidentiality and Data Protection

Adhere to GDPR and NHS data protection policies at all times.

Maintain strict confidentiality regarding patient and staff information.

Report any data breaches or concerns to the Information Governance Lead promptly.

Professional Development

Participate in annual appraisals and personal development planning.

Attend mandatory training and CPD sessions relevant to the role.

Engage in continuous improvement initiatives and contribute to team learning.

Job description

Job responsibilities

Key Responsibilities

Workflow Processes

Have an understanding of the scanning process to enter clinical correspondence onto medical records.

Manage and process incoming clinical correspondence e.g. hospital letters, pathology results using the practices document workflow system, following the Workflow Protocol.

Allocate tasks to appropriate clinical staff based on established protocols. Monitor outstanding actions and escalate where necessary to ensure timely resolution.

Reception Duties

Be fully conversant with the role of the Patient Care Advisers to support and deal with day-to-day process queries from the PCA team.

Provide support during peak times or staff absence within the PCA team.

Maintain confidentiality and uphold excellent customer service standards.

Dot Recall Reporting and Data Management

Assist the senior management team with Dot Recall reporting within SystmOne:

o Sending LTC and monitoring invitations to patients and following up with non-attenders.

o Actioning daily and weekly reports for the Dot Recall Pathology module to ensure background automation is taking place in a timely manner and queries raised with the clinical team.

o Maintain accurate records of patient recalls, reviews, and screening invitations.

Liaison with external organisations

Communicate with hospitals, community services, and other healthcare providers to assist the clinical team with patient queries.

Support the practice in responding to external queries and service requests. Ensure timely follow-up on external communications and documentation.

Research

Collate patient information for research programs

Assisting with participant recruitment

Collect and analyse data

Confidentiality and Data Protection

Adhere to GDPR and NHS data protection policies at all times.

Maintain strict confidentiality regarding patient and staff information.

Report any data breaches or concerns to the Information Governance Lead promptly.

Professional Development

Participate in annual appraisals and personal development planning.

Attend mandatory training and CPD sessions relevant to the role.

Engage in continuous improvement initiatives and contribute to team learning.

Person Specification

Experience

Essential

  • Please see person specification attached to the JD

Desirable

  • Knowledge of Dot Recall.
  • Knowledge of how to run reports on System One.
  • Has previously worked in GP practice.
Person Specification

Experience

Essential

  • Please see person specification attached to the JD

Desirable

  • Knowledge of Dot Recall.
  • Knowledge of how to run reports on System One.
  • Has previously worked in GP practice.

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

Collingham Medical Centre

Address

High Street

Collingham

Nottinghamshire

NG23 7LB


Employer's website

https://www.collinghammedicalcentre.co.uk (Opens in a new tab)

Employer details

Employer name

Collingham Medical Centre

Address

High Street

Collingham

Nottinghamshire

NG23 7LB


Employer's website

https://www.collinghammedicalcentre.co.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Samantha Ward

practice.manager17@nhs.net

01636892156

Details

Date posted

24 July 2025

Pay scheme

Other

Salary

£13 to £13.50 an hour Pay dependant on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A5418-25-0005

Job locations

High Street

Collingham

Nottinghamshire

NG23 7LB


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