Job description

Job responsibilities

Rota Management

• Coordinate and maintain clinical and care team rotas, ensuring appropriate cover and effective use of available resources

• Liaise with clinicians and members of the wider team regarding rota requirements, changes and planned absences

• Setting up appointment templates in the clinical system and mapping appointment types for accurate GPAD (General Practice Appointments Data) reporting

• Identify potential gaps or pressures and escalate these appropriately

• Support the practice in maintaining safe and effective staffing arrangements.

Proactive Care

• Support the identification of patients who may benefit from proactive care and planned interventions
• Help coordinate proactive reviews and ensure appropriate follow-up actions are completed
• Help ensure care is coordinated across the practice and with relevant external services
• Maintain accurate records and contribute to monitoring outcomes and outstanding actions.

MDT Meeting Support

• Provide administrative and coordination support for regular MDT meetings
• Prepare meeting lists, agendas and relevant patient information
• Ensure actions and agreed interventions are clearly documented and followed up
• Liaise with MDT members before and after meetings to ensure information is available and actions are progressed
• Help maintain effective communication between clinical and administrative teams.

UCPs Support and Review

• Support the creation and implementation of UCPs (Universal Care Plans) for appropriate patients

• Work with clinicians, patients, carers and relevant professionals to ensure plans reflect individual needs, preferences and agreed approaches to care
• Coordinate regular reviews of UCPs and ensure they remain current and clinically appropriate
• Identify plans requiring review or updating and proactively follow these up with the appropriate clinician
• Ensure relevant information is accurately recorded and shared with appropriate services in line with practice procedures and information governance requirements.

General Administration and Coordination

• Provide high-quality administrative support across patient care pathways
• Maintain accurate and timely records using the practice's clinical and administrative systems
• Contribute to service improvement and the development of efficient processes
• Work collaboratively with the wider practice team to improve patient experience and continuity of care
• Maintain confidentiality and comply with practice policies, GDPR and information governance requirements at all times.

About you

We are looking for someone who is:

• Highly organised, proactive and able to manage competing priorities
• Confident coordinating people, rotas and processes
• An excellent communicator who can work effectively with clinical, administrative and external teams
• Comfortable working independently while knowing when to seek advice or escalate concerns
• Detail-focused, with a strong commitment to accurate record keeping and follow-up
• Compassionate and patient-focused, with an understanding of the needs of people with complex or long-term conditions
• Confident using IT systems and able to learn new clinical and administrative systems quickly

• Able to handle sensitive and confidential information appropriately.

• Experienced in primary care.

Person Specification

Experience

Essential

• Excellent communication skills
• Confidence using IT systems
• Experience of working in a GP surgery

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

Woodcote Medical

Address

Woodcote Medical

32 Foxley Lane

Purley

Surrey

CR8 3EE

United Kingdom

Employer's website

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