Job Description

JOB DESCRIPTION

JOB TITLE:

Gynaecology Administrator

REPORTS TO:

Gynaecology Collaborative Service Manager

HOURS:

37.5 Hours per week

SALARY:

25,000 pro rata per annum

About Islington GP Federation

Islington GP Federation (IGPF) is a growing organisation representing 31 practices; we have established ourselves as a leader in new ways of working, including running Islington's extended access primary care services (I:HUB) as well as supporting the Islington Primary Care Networks (PCNs).

Our current range of services includes the Extended Access Service, I:HUB, Community Ear, Nose and Throat (ENT), Integrated Community Gynaecology, practice-based pharmacists and a range of practice support mechanisms.

IGPF works very closely with a range of partners, including the regional commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals such as UCLH, Whittington Health and the London Borough of Islington.

IGPF is the host organisation for the Primary Care Network (PCN) workforce and the Islington Training Hub and has been working for over two years to create training and development programmes that meet the needs of staff working in primary and community care settings.

IGPF runs four Islington GP practices, one on a GMS contract, two on APMS contracts and one caretaking contract.

About the Gynaecology Collaborative

The Gynaecology Collaborative, as part of the IGPF, was launched on 1st October 2020. is a collaboration of multiple providers joining up primary, secondary and community care. The aim of this service is:

To provide a robust single point of access for gynaecology referrals To ensure the patient is seen by the right clinician with the right skills in the right environment through effective triage To support management of adult gynaecological conditions in a non-acute setting To ensure there is access to diagnostics to enable effective management To improve the patient journey through the development of safe and effective integrated care pathways between primary, community and secondary care services. To enable consistent standards in the management of gynaecological conditions and improve health outcomes. Develop and provide a feedback mechanism to improve the skills and knowledge of referring clinicians and so increase the proportion of patients managed in primary care.

Job Responsibilities

:

Monitor referral inboxes and process incoming referrals in a timely and accurate manner. Manage referrals received from GPs via electronic portals, ensuring accurate triage and appropriate allocation. Answer phone calls, check voicemails, respond to emails, and manage other forms of communication promptly and professionally. Manage clinic rotas using EMIS Web, including booking patient appointments, cancelling appointments and responding to patient queries appropriately. Action follow-up instructions based on clinician notes, such as generating discharge letters, making secondary care referrals, booking follow-up appointments, and chasing investigation results. Take minutes at Team Meetings and provide clerical support to Federation staff as required Undertake a wide range of administrative duties, ensuring information is accurately managed, filed, and followed up accordingly. Operate and maintain a working knowledge of all office-based software and equipment, including EMIS Web, Microsoft Office, photocopiers, and scanners. Maintain accurate and up-to-date patient records and ensure data is input correctly onto clinical systems. Support the preparation of reports, spreadsheets, and service data as requested by management. Manage outgoing post Liaise with GPs, hospital teams, community services, and patients to ensure seamless service delivery. Support new staff with onboarding processes and basic admin induction. Ensure adherence to information governance, confidentiality, and data protection guidelines at all times. Escalate urgent clinical queries or service concerns to appropriate team members as needed, using good judgment and initiative. Demonstrate flexibility by working from different service sites as instructed by the line manager to meet operational needs. Act as a chaperone when required when working on site. Work safely at all times in accordance with legislative requirements and Federation policies and procedures
This job description is not exhaustive, and the post holder may be required to carry out other duties as reasonably requested by the line manager, in line with the scope and responsibilities of the role.

Confidentiality

:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, staff and other healthcare workers. They may also have access to information relating to the Federation as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Federation may only be divulged to authorised persons in accordance with the Federation's policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety

:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Federation's Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified.

Equality and Diversity

:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Federation procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development

:

The post-holder will participate in any training programme implemented by the Federation as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

:

The post-holder will strive to maintain quality within the Federation, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet patients' needs. Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply Federation policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect their own work Participate in an audit where appropriate.

Person Specification:

Experience:

Desirable -

Experience within a health care setting Experience in GP Practice or Outpatient Administration/ Reception

Knowledge/Skills

Essential -

Ability to provide quality care Good interpersonal and communication skills Good organisational skills Good team working skills Effective time management skills Ability to work independently following verbal or written instructions Adaptable to change Computer literate Basic IT Skills

Desirable -

Knowledge in EMIS and Docmail clinical systems Experience of using eRS Basic first aid knowledge Health and safety awareness Chaperone Training Certificate or experience

Qualities/Attributes

Essential -

An understanding, acceptance and adherence to the need for strict confidentiality Able to work on own initiative Able to work under pressure and remain calm Flexible and adaptable Aware of own limitations Keen to develop
Job Type: Full-time

Pay: Up to 25,000.00 per year

Flexible language requirement:

English not required
Schedule:

Monday to Friday
Experience:

EMIS: 1 year (preferred) Healthcare: 1 year (preferred)
Licence/Certification:

NVQ Level 3 (preferred)
Work Location: In person

Application deadline: 12/05/2025