About this role
Job summary
We are seeking an organised, proactive, and professional individual to join our team as an Executive Assistant. This is a varied and rewarding role providing high-level administrative and organisational support to ensure the smooth and efficient running of the practice. The position will involve coordinating communications, managing priorities, and liaising with internal teams, external stakeholders, and occasionally patients by telephone.
We are looking for someone who remains calm under pressure, demonstrates excellent interpersonal and organisational skills, and has a strong work ethic with a high level of professionalism and discretion. A flexible approach is essential.
This is a great opportunity to be part of a team that truly values patient-centred care and supports each other in delivering high-quality services to our local community.
Main duties of the job
Support the day-to-day operational running of the practice, ensuring efficient service delivery and consistent implementation of systems, processes, and service improvements.
Lead the planning and management of GP and clinical staff rotas, including arranging locum cover, monitoring staffing gaps, and coordinating leave and absence to maintain safe clinical capacity.
Support compliance and quality assurance activities, including maintaining CQC readiness, health and safety processes, audits, infection control standards, and the management of complaints, incidents, and patient feedback.
Provide administrative and stakeholder support through meeting coordination, completing follow up tasks, reporting, record keeping, communication with internal and external partners, and supporting Patient Participation Group (PPG) engagement activities.
About us
Humberstone Medical Centreis a well-established GP practice located in East Leicester, serving a diverse population of approximately 12,000 patients. We pride ourselves on delivering high-quality, patient-centred care in a supportive and collaborative environment. Our experienced team includes GP Partners, Salaried GPs, Registrars, Nurses, HCAs, Pharmacists, and supporting staff along with strong management team, all working together to meet the needs of our local community. As a teaching practice, we actively support the development of future healthcare professionals and encourage ongoing learning and progression for all members of staff.
We are a key member of the Salutem Primary Care Network, working closely with neighbouring practices to deliver enhanced services and improve patient outcomes. We are committed to continuous improvement and providing a positive working environment.
Job description Job responsibilities
This role is focused on supporting the effective day-to-day running of the practice,implementing operational processes and managing workforce coordination.
The postholder will play a key role in rota management of GPs, ensuring safe clinical cover, and will work closely with senior managers to deliver priorities across HR, compliance, operational and strategic performance.
Key Responsibilities
Operations & Service Delivery
Support the smooth day-to-day running of the practice Implement systems, processes, and service improvements as directed by senior management Ensure operational processes are consistently followed across all teams Assist in coordinating activities to maintain efficient and effective service delivery GP Rota & Workforce Management
Lead the planning, creation, and ongoing management of GP rotas, ensuring safe and effective clinical cover Monitor rota gaps and proactively arrange appropriate cover Coordinate and manage locum GP bookings, including onboarding and communication Work closely with clinical and administrative leads to align workforce. Support rota planning for other clinical staff where required Compliance & Quality Assurance
Support the implementation and monitoring of policies and procedures Assist in maintaining CQC readiness and ensuring documentation is up to date Support health and safety processes, including risk assessments and audits Assist in managing complaints, incidents, and significant events Monitor patient feedback and support improvement actions Stakeholder & Administrative Support
Support communication with internal teams and external partners Assist with meeting coordination, reporting, and documentation Maintain accurate records, audit trails, and compliance logs Support in restarting Patient Participation Group (PPG) for the practice
Person Specification
Experience Essential
Experience in a GP practice or primary care setting Proven experience managing GP rotas or complex staff scheduling Strong organisational and problem-solving skills Ability to implement processes and manage competing priorities Good understanding of confidentiality, safeguarding, and compliance requirements Excellent communication and teamwork skills
Desirable
Experience of using SystmOne, Accurx, Practice Index. Knowledge of CQC standards and NHS contractual requirements Experience coordinating locum staff Familiarity with HR processes and workforce planning Experience supporting audits or quality improvement initiatives
Qualifications Essential
GCSEs (or equivalent) in English and Maths Evidence of continuing professional development
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 Humberstone Medical Centre
Address Humberstone Medical Centre
150 Wycombe Road
Leicester
LE5 0PR
United Kingdom
Employer's website https://www.humberstonemedicalcentre.co.uk (Opens in a new tab)