Job Description

We are looking for a dedicated and highly organised Operations Assistant to join our practice team. This pivotal role supports the Practice Manager in delivering smooth day-to-day operations, while also assisting the wider multidisciplinary team. The post-holder will be responsible for a wide range of reception and administrative duties, acting as a key liaison point for patients, staff, and external healthcare providers.

The ideal candidate will be adaptable, proactive, and committed to providing high-quality administrative support in a fast-paced healthcare environment.

Key Responsibilities:

Reception & Patient Services

Act as a central point of contact for patients and visitors. Welcome, signpost, and assist patients in a professional, caring manner. Manage appointment bookings efficiently using the clinical system. Handle general enquiries via phone, email, and in person, ensuring prompt and accurate responses.

Administrative Support

Perform a variety of administrative tasks to support the operations of the practice. Process incoming correspondence and documentation, ensuring timely electronic distribution and appropriate read coding on the clinical system in line with the Correspondence Management Policy. Assist in maintaining accurate, up-to-date patient records.

Safeguarding Coordination

Oversee and support safeguarding-related administrative duties. Ensure accurate documentation, secure record-keeping, and appropriate updates are provided to the Safeguarding Lead GP. Coordinate communication and documentation with external safeguarding partners. Support audits, safety searches, safeguarding meetings, and research as needed.

Liaison & Communication

Liaise effectively with members of the multidisciplinary team, including GPs, nurses, and administrative staff. Communicate with external agencies including secondary care and community health services, ensuring smooth patient care transitions.

Meeting Support

Organise internal and external meetings, including safeguarding and clinical team meetings. Prepare and distribute agendas and supporting materials. Accurately take and distribute minutes, ensuring timely follow-up of action points. Maintain records of meetings in line with practice policies.

Practice Operations & Engagement

Support the Practice Manager in day-to-day operational coordination and project-based work. Maintain and update practice documentation and logs as required. Manage the practice's social media presence to enhance community engagement. Assist in promoting services and campaigns via digital platforms.

Ad Hoc Duties

Provide flexible reception and administrative cover as needed. Participate in team meetings and contribute to the ongoing improvement of practice operations. Undertake any other duties as may reasonably be required in line with the role.

Person Specification:

Essential:

Excellent communication and interpersonal skills. Strong organisational and time management abilities. High attention to detail and accuracy. Ability to work both independently and as part of a team. Willingness to learn new systems and processes. IT literate with working knowledge of Microsoft Office applications.

Desirable:

Experience in a healthcare or general practice setting. Familiarity with clinical systems (e.g., EMIS). Experience in safeguarding support or multi-agency liaison. Experience managing professional social media platforms.
Job Type: Part-time

Pay: From 12.21 per hour

Benefits:

Company pension Employee discount Free flu jabs Free parking Health & wellbeing programme On-site parking
Schedule:

Holidays Monday to Friday Overtime
Education:

GCSE or equivalent (preferred)
Work Location: In person