Patient Services Lead

NHS Jobs; Guildford; On-site; GBP 22,000 - 27,000; Full time

Job summary

NHS Jobs in Guildford is seeking an administrative coordinator to support clinical rotas, appointment monitoring, and reception operations. The role involves managing leave and absences, updating rotas and templates, and ensuring efficient use of rooms and resources.

You will liaise with the Practice Manager, assist with health and safety checks, and provide general administrative assistance to keep daily operations running smoothly.

Responsibilities

• Prepare and maintain clinical rotas, accounting for annual leave, study leave and other absences.
• Monitor appointment books and session templates, updating systems weekly and raising capacity concerns with the Practice Manager.
• Provide reception team support, handle routine queries, train new staff and cover reception when needed.
• Carry out routine premises and health and safety checks and report faults to the Practice Manager.
• Provide general administrative support to the Practice Manager, manage rotas, records and deadlines.

Job description

• A. Clinical Rota Coordination Prepare and maintain clinical rotas, taking account of annual leave, study leave and other known absences. Raise potential staffing problems with the Practice Manager as early as possible. Ensure clinical sessions and room allocations are kept up to date on the relevant systems.
• B. Appointment Book Monitoring Regularly check appointment books and session templates, identifying gaps, errors or booking issues. Update the appointment system weekly to reflect the latest clinical rotas, monitoring appointment availability against demand and raising any concerns about capacity or safe service provision with the Practice Manager Liaise with reception staff to resolve routine booking queries and discrepancies. Make routine administrative changes in line with agreed procedures, referring decisions about clinical capacity to the Practice Manager.
• C. Reception Team Support Act as the first point of contact for routine queries about reception procedures and administrative systems. Help staff manage workloads and prioritise tasks during busy periods. Help ensure reception procedures are followed and tasks are completed accurately and on time. Support the induction and training of new reception staff. Provide reception cover when needed, while ensuring that other key responsibilities are also completed. Refer patient complaints, staff conduct issues and other concerns requiring management input to the Practice Manager. The Patient Services Lead will provide day-to-day guidance to reception staff but will not be responsible for formal line management, appraisals or disciplinary matters.
• D. Premises and Health and Safety Checks Carry out agreed routine checks of the practice premises and record the results. Report any faults, hazards or maintenance issues to the Practice Manager. Keep a record of outstanding repairs and follow up with the relevant person or contractor as agreed. Bring any unresolved issues or overdue repairs to the Practice Manager's attention. Ensure checklists and associated records are kept up to date. Overall responsibility for premises management and health and safety arrangements remains with the Practice Manager.
• E. Administrative Support to the Practice Manager Provide general administrative and operational support to the Practice Manager. Maintain rotas, staffing records, appointment-book trackers, premises checklists and other relevant spreadsheets. Keep track of outstanding tasks and deadlines, following up with colleagues or contractors where necessary. Keep the Practice Manager informed of staffing gaps, appointment-book issues, premises concerns and outstanding actions. Assist with practice projects and other tasks as required. Handle confidential information appropriately and follow practice policies and procedures.

£24,879.00 Annually (FTE) (£13.25 per hour)