Job description

Job responsibilities

Main duties and responsibilities of the post

1. Administrative and coordination responsibilities

• Undertake a broad range of administrative duties to support the effective running of the practice
• Process patient information (electronic and hard copy) accurately, securely, and in a timely manner
• Monitor, manage, and action incoming emails, electronic tasks, and workflow requests independently
• Carry out searches, audits, recalls, and administrative reporting as required
• Type letters, reports, referrals, and associated clinical documentation as required
• Respond to administrative requests from clinicians, using judgement to prioritise actions
• Identify system issues, workflow gaps, or risks and escalate appropriately
• Report faults to software suppliers and/or IT support and track progress

2. Reception and patient-facing responsibilities

• Act as a professional and confident point of contact for patients, both face to face and via telephone
• Respond to patient enquiries using judgement to prioritise urgent, complex, or sensitive matters
• Support safe navigation of patients to the most appropriate service in line with practice policy
• Book appointments, recalls, and follow-ups accurately using the computerised appointment system
• Monitor patient flow and waiting times and escalate concerns appropriately
• Explain practice procedures, registration processes, and temporary resident arrangements clearly

3. Clinical systems and medical records

• Assist with the accurate input, updating, and maintenance of patient records on EMIS
• Clinically code data and correspondence where appropriate
• Scan, upload, and file patient-related documentation promptly
• Open, date-stamp, and distribute correspondence, reports, and results to relevant clinicians
• Arrange retrieval, transfer, and re-filing of medical records as required

4. Communication and telephone systems

• Receive and make telephone calls in accordance with practice policy, using clear communication and active listening
• Take accurate messages and ensure timely communication with clinicians and team members
• Ensure the telephone system is operational at the start of each day and switched to night service at the end of the day

5. Start and end of day procedures

• Open the premises at the start of the day and prepare the practice to receive patients
• Secure the premises at the end of the day, ensuring the building is locked and follow closing surgery protocol
• Be able to work shifts between 8.00am and 6.30pm as required

6. Professional responsibilities

• Maintain strict confidentiality at all times
• Demonstrate the ability to think independently, problem-solve, and manage competing priorities
• Use initiative, discretion, and common sense when responding to patient and operational issues
• Communicate effectively with colleagues, clinicians, and external organisations
• Maintain a clean, organised, and efficient working environment
• Communicate and work collaboratively with colleagues at all levels, treating others with professionalism, courtesy, and respect at all times.

7. Additional duties

Undertake any other delegated duties appropriate to the role

This job description outlines the main duties of the post and may be reviewed and amended in line with service needs.

This post is subject to a three-month probationary period, receipt of two satisfactory references, and a satisfactory Disclosure and Barring Service (DBS) check.

Person Specification

Experience

Essential

• Ability to carry out a wide range of administrative tasks accurately and efficiently in a busy environment.
• Ability to manage multiple tasks simultaneously and prioritise workload appropriately.
• Ability to use judgement and initiative when responding to queries and operational issues.
• Ability to handle confidential and sensitive information appropriately and understand the importance of information governance.
• Confident IT skills, including accurate data entry and use of computerised systems.
• Strong written and verbal communication skills.
• Ability to remain calm, professional, and organised when dealing with complex, sensitive, or challenging situations.
• Ability to work independently as well as collaboratively within a multidisciplinary team.
• Ability to understand, follow, and apply policies, procedures, and guidance.
• Willingness to undertake training relevant to the role.

Desirable

• Experience of using EMIS clinical system.
• Previous experience working in an NHS or primary care setting.

Employer details

Employer name

Havergal Surgery

Address

9-10 Havergal Villas

Green Lanes

London

N15 3DY

United Kingdom

Employer's website

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

Job description

Job responsibilities

Deliver NHS Health Checks in line with national standards and hub protocols.

Perform phlebotomy, venesection, and prepare laboratory samples ensuring correct labelling and timely dispatch.

Record accurate clinical data on EMIS and use appropriate templates (Ardens/LTC templates).

Ensure clinical areas are stocked, cleaned and maintained to infection-control standards.

Escalate safeguarding or clinical concerns promptly to the Clinical Lead or Service Manager.

Follow all CQC, IPC, health and safety and medicines-management procedures.

Ensure personal competencies are up to date in line with scope of practice.

Complete LTC monitoring including:

oDiabetes foot checks (per NICE/DES standards)

oBlood pressure, pulse and cardiovascular risk recording

oCOPD checks (including inhaler technique review and smoking status support)

1. CKD monitoring (urine ACR, BP, lifestyle risk assessment)
2. Hypertension follow-up checks
3. Be a knowledgeable resource for LTC care and escalations.

Person Specification

Qualifications

Essential

• Good standard of general education including Maths and English at Grade C and above (or equivalent).
• Health and social Care qualifications such as Care Certificate or NVQ level 2 or 3.
• Good understanding of spoken and written English
• Desire to develop skills and qualifications under continuous professional development.
• Trained in Phlebotomy
• BLS and AED trained

Desirable

• Knowledgeable use of the clinical system EMIS
• Experience in a Patient facing role

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

Haringey GP Federation

Address

48 Station Road

Wood Green

London

N22 7TY

United Kingdom

Employer's website

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