GP Assistant @ Embrace Medical Centre

Job summary

We have an opportunity for a GP Assistant to join our team at Embrace Medical Centre.

A great opportunity to work with an innovative and expanding surgery alongside current members of staff.

We are looking for individuals with excellent patient or customer centred care skills, candidates with previous experience or transferable skills will be taken into full consideration. Primary Care knowledge is desirable but not essential as full training will be provided. The successful candidate will work under the supervision of a established Clinical and Non-Clinical Team members, who will provide ongoing support and training where necessary.

Our team are the first point of contact for our patients, ensuring each individual patient is offered a positive experience by providing a caring Reception and call handling services.

We currently utilise Anima clinical system to allow online contact with our patients. Some, not all, requests for GP care are received via this system.

Shifts Included: Within our opening hours of 08:00 to 18:30.

With additional overtime, sickness and annual leave cover also available. Full discussion of availability / working hours will be had at interview.

Main duties of the job

Our GP Assistant will provide clinical, administrative and operational support to GPs and the wider practice team, helping coordinate patient care and ensure the smooth and effective running of the practice(s)

• Main duties will include supporting GP clinical workflows, managing clinical correspondence, coordinating patient follow-ups, assisting with QOF activities and supporting the delivery of patient care. The role will also involve taking ownership of allocated practice projects, contributing to clinical audits, quality improvement initiatives and practice compliance, and supporting the training, guidance and development of colleagues. The successful candidate will work collaboratively with clinical and administrative teams, demonstrating initiative, accountability and a proactive approach to improving patient services and practice operations.

About us

We are a small but passionate and close knit surgery located in Kesgrave, surrounded by affluent and prosperous areas on the outskirts of Ipswich. Our staff and patients are held with the upmost importance and we strive daily to look after them to the highest possible standard. All staff from clinical to non-clinical are offered a well-balanced workload and have full access to a supportive team both in and out of their specialist area.

EmbraceMedical Centre itself is a practice using the SystmOne clinical system, with a list size of approximately 6500 patients. We are pleased to confirm our connection with the Wolsey PCN, this collaboration is between a select number of GP practices within the local area.

Job description

Job responsibilities

Our GP Assistant will work closely with the GP Partners, Senior Management Team, Lead Care Coordinator and wider clinical and administrative teams to support the effective delivery of patient care and the smooth operation of both practices.

The role combines clinical administrative support, patient care coordination and wider practice development responsibilities. The postholder will be expected to take ownership of allocated areas of work, contribute to service improvement initiatives and support the development of colleagues, demonstrating initiative, accountability and a proactive approach.

1. GP and Clinical Support

• Provide administrative and practical support to GPs and the wider clinical team, helping manage clinical workflows and outstanding actions.
• Process and coordinate clinical correspondence, including hospital letters, discharge summaries and investigation reports, ensuring relevant information is recorded and directed appropriately.
• Assist with referrals, investigations, patient recalls and follow-up arrangements as requested by clinicians.
• Monitor outstanding clinical and administrative tasks, identifying delays and escalating time-sensitive matters.
• Prepare clinical documentation, reports and correspondence for clinician review and authorisation.
• Support accurate clinical coding and maintenance of patient records using SystmOne.
• Liaise with hospitals, community services, pharmacies and other healthcare providers to support patient care.
• Undertake agreed clinical support activities where appropriately trained, assessed as competent and authorised.
• Identify opportunities to improve clinical workflows and reduce unnecessary administrative pressures on clinicians.

2. Patient Care Coordination

• Support the coordination of care for patients with long-term conditions, complex needs or multiple healthcare requirements.
• Work alongside GPs, nurses, pharmacists, healthcare assistants and other multidisciplinary team members to support continuity of care.
• Assist with proactive patient recalls, reviews and follow-up programmes.
• Identify patients who may require additional support and ensure relevant concerns are brought to the attention of the appropriate clinician.
• Coordinate appointments, investigations and onward referrals as directed.
• Support communication between patients, carers and healthcare professionals.
• Monitor outstanding patient actions and help ensure agreed follow-ups are completed within appropriate timescales.
• Recognise and escalate safeguarding concerns or changes in patient circumstances in accordance with practice procedures.
• Promote a compassionate, inclusive and patient-centred approach to care.
• 3. Practice Projects, Quality and Development

An important aspect of the role will be taking ownership of allocated projects and initiatives that support the ongoing development and effectiveness of both practices.

Responsibilities will include

• Practice Projects: Coordinate and take responsibility for allocated projects, ensuring agreed objectives, deadlines and outcomes are achieved.
• QOF: Support the coordination and monitoring of QOF activities, identifying outstanding work and working with clinical and administrative colleagues to support achievement against targets.
• Clinical and Operational Audits: Coordinate and assist with audits, including data collection, monitoring outcomes and supporting agreed recommendations.
• Quality Improvement Projects (QIPs): Contribute to the development and delivery of QIPs, identifying opportunities to improve patient care, processes and operational efficiency.
• Performance Monitoring: Assist with monitoring relevant clinical activity, patient recalls and outstanding work, highlighting areas requiring further attention.
• Patient Experience: Support patient feedback initiatives and identify opportunities to improve services and patient experience.
• Service Development: Contribute ideas and help introduce improvements to clinical pathways, administrative processes and working practices.
• Reporting: Maintain records of allocated projects and provide updates to the GP Partners and Senior Management Team, highlighting progress, challenges and areas requiring support.

Project responsibilities will be allocated in line with practice priorities, with appropriate guidance and support.

• 4. Team Support, Leadership and Development

The postholder will contribute to the development and effectiveness of the wider team, working alongside the Lead Care Coordinator and management team.

Responsibilities will include

• Acting as a point of reference for colleagues, providing guidance and support within their knowledge and experience.
• Supporting the organisation and prioritisation of workloads and activities.
• Assisting with the induction and training of new colleagues.
• Sharing knowledge and good working practices to promote consistency across both practices.
• Identifying training needs and opportunities for further development.
• Supporting colleagues with queries and more complex administrative or coordination tasks.
• Encouraging positive communication, teamwork and accountability.
• Supporting the introduction of new processes, systems and working arrangements.
• Providing agreed operational support and cover when required.

The postholder will be encouraged to develop their leadership and mentoring skills. Formal line management and employment decisions will remain with the authorised management team.

5. Operational Support and Delegated Responsibilities

• Take ownership of allocated responsibilities and ensure tasks and projects are completed within agreed timescales.
• Organise and prioritise competing demands effectively.
• Exercise initiative and make appropriate day-to-day decisions within agreed delegated authority.
• Identify operational issues, consider practical solutions and take appropriate action where possible.
• Recognise when matters require escalation to the Lead Care Coordinator, GP Partners or Senior Management Team.
• Support communication and coordination between clinical and administrative teams.
• Contribute to service reviews, team discussions and the development of improved working practices.
• Support the implementation of new initiatives and changes to practice processes.
• Maintain appropriate records and provide updates on allocated areas of responsibility.

6. Communication and Partnership Working

• Develop positive working relationships with GP Partners, clinicians, management and administrative colleagues.
• Liaise professionally with external healthcare providers and partner organisations.
• Communicate sensitively and effectively with patients, carers and representatives.
• Support appropriate information sharing between clinical and administrative teams.
• Attend relevant meetings and contribute to discussions relating to patient care and practice development.
• Raise concerns, identify barriers and suggest practical improvements to service delivery.

7. Information Governance, Safeguarding and Professional Responsibilities

• Maintain strict patient confidentiality and comply with UK GDPR, the Data Protection Act 2018 and relevant NHS information governance requirements.
• Follow practice policies and procedures relating to information security and patient information.
• Maintain accurate and appropriate patient records.
• Recognise and report safeguarding concerns in accordance with practice procedures.
• Complete mandatory training and maintain relevant knowledge and competencies.
• Work within the limits of individual training, competence and delegated responsibilities.
• Report incidents, errors, near misses and concerns through the appropriate procedures.
• Maintain professional boundaries and demonstrate a high standard of conduct.
• Participate in supervision, appraisal and ongoing professional development.
• 8. Professional Development and Career Progression

The postholder will be supported to develop their knowledge and experience across clinical administration, patient care coordination, quality improvement and practice development.

Opportunities will include developing skills in project management, QOF, clinical audits, CQC compliance, team support and leadership.

Responsibilities will develop in line with the postholder's experience, competence and the needs of the practices, with appropriate guidance, mentoring and further training provided.

General Terms

This job description outlines the principal duties and responsibilities of the position and is not intended to be exhaustive. The postholder may be required to undertake other reasonable duties appropriate to the level and nature of the role.

The responsibilities may evolve in response to the changing needs of the practices, developments within primary care and the postholder's ongoing training and development.

The postholder will be expected to work flexibly across Embrace Medical Centre and Martlesham Heath Surgery as required.

Person Specification

Personal Attributes

Essential

• Patient-focused, approachable and professional.
• Proactive, enthusiastic and motivated.
• Reliable, flexible and adaptable to changing practice requirements.
• Demonstrates accountability and takes pride in the quality of their work.
• Confident taking ownership of responsibilities while recognising personal limitations.
• Positive attitude towards learning, development and change.
• Supportive and approachable when working with colleagues.
• Able to remain calm and professional when working under pressure.
• Demonstrates empathy, patience and discretion.
• Committed to maintaining high standards of patient care and service delivery.

Experience

Essential

• Excellent organisational and time-management skills.
• Strong verbal and written communication skills.
• Ability to work independently, demonstrate initiative and take responsibility for allocated tasks.
• Ability to prioritise workloads and manage competing deadlines.
• Good IT skills and confidence using computer systems.
• High levels of accuracy and attention to detail.
• Ability to communicate effectively with patients, clinicians, colleagues and external organisations.
• Ability to recognise problems, identify practical solutions and escalate concerns appropriately.
• Ability to work collaboratively as part of a multidisciplinary team.
• Ability to handle sensitive and confidential information appropriately.

Desirable

• Ability to coordinate projects and monitor progress against agreed objectives.
• Confidence supporting colleagues and sharing knowledge.
• Ability to review processes and identify opportunities for improvement.
• Experience interpreting basic performance information, searches or audit findings.
• Confidence contributing to meetings, discussions and service improvement activities.

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

Embrace Medical Centre

Address

Twelve Acre Approach

Kesgrave

Ipswich

Suffolk

IP5 1JF

United Kingdom

Employer's website

https://www.embracemedicalcentre.nhs.uk/ (Opens in a new tab)