Practice Assistant

Medicspot; Stafford; On-site; Full time

Job summary

Medicspot is looking for a Practice Assistant for a temporary position at Castlefields Surgery, Newport Road, Stafford. The successful candidate will manage the Support Services Team, handle patient referrals, and ensure high standards of patient care. A proactive approach to team management in a dynamic environment is essential, alongside strong organizational skills to enhance patient experience and operational efficiency.

Benefits

27 days annual leave (pro-rata) plus 8 bank holidays (pro-rata)

NHS Pension Scheme

Enhanced family leave

Enhanced sick pay

Qualifications

• Proven experience managing and leading a team.
• Experience with staff rotas and absence management.
• Strong organizational skills to manage multiple priorities.

Responsibilities

• Lead and manage the Support Services Team.
• Ensure excellent patient customer service.
• Manage performance and conduct appraisals of staff.

Skills

Team management

Organizational skills

Customer service

Communication

Education

NVQ/SVQ Level 3 or higher in Business Administration or Management

Tools

EMIS

Job description

Job role: Practice Assistant

Job type: Temporary for 1 year

Start date: 1st September 2025

Working Hours

Mon, Tues, Thur, Fri - 9AM-5PM

Wed - 9AM-4:30PM

Salary: £14.33 per hour

Location: Castlefields Surgery, Castle Way, Newport Road, Stafford ST16 1BS

About Us

We are a rapidly growing GP-led organisation with a mission to ensure that all patients have access to comprehensive, coordinated and continuous care within a sustainable primary care system. We appreciate that our whole primary care system is struggling, which is causing a negative effect on patient care and staff happiness. We believe that we can turn this around by reimagining how primary care is delivered from the ground up by placing a focus on data insights, technology and clinical innovation. Ultimately, we want to improve patient access, patient experience and health outcomes to significantly increase the quality of care for our patients. However, we can only build the best primary care service there is if our colleagues are happy, empowered and supported within an excellent working environment. If you believe that there are ways to drastically improve the way primary care is delivered for both patients and staff alike and you want to be a part of this; then we would love to meet you and tell you more about our plans.

Job Role Overview

The post holder is responsible for leading and managing the Support Services Team and managing patient referrals in the practice.

Secretarial Duties

Duties include but are not limited to:

• Typing of all referrals and sending to the relevant outside agencies and other bodies.
• Typing of all clinical and non-clinical administration from the Practice Manager, Practice Nurse, attached staff etc.
• Preparation and typing of private reports.
• Preparation of agenda/taking minutes and production of reports of practice/staff meetings.
• Liaising with hospital and other agencies regarding patient referrals and any information that the Clinician requires
• Making appointments for patients to see Consultants etc., privately or via NHS (if required)
• Telephone contact with outside agencies.
  
  

PA Duties

• To be responsible for the daily management of Patient Care Team by organising the rota of staff (including holidays and other leave) in order to provide an efficient service to the partners and patients.
• To be responsible for the delivery of excellent customer service for patients
• To have a thorough knowledge of all Practice procedures and protocols, working within them all times.
• Fire Marshall for the practice
• To deliver agreed performance and quality standards within the practice and support and implement all agreed change programmes and projects
• Take responsibility for own development learning and performance including participating in employee supervision and acting as a positive role model
• Support the development of others in order to maximise potential
• Actively promote the workplace as a learning environment, encouraging everyone to learn from each other and from external good practice
• Lead others to make realistic self-assessment of their application of knowledge and skills, challenging any complacency and actions that are not in the interest of the public and/or users of services
• Lead in planning and implementing changes within areas of responsibility
• Lead and participate in the development of local guidelines, protocols and standards
• Lead the team to ensure sufficient staff of appropriate ability, quality and skill-mix are available to meet current and future service delivery
• Responsible for performance management of the support services team, providing feedback as appropriate
• Undertake appraisals in line with best practice and local policies
• Identify the employee requirement to meet the practice business needs, assessing the impact and implementation of skill mix in the delivery of care
• Instigate and lead performance management and formal disciplinary procedures if required
• Manage and monitor sickness, absence and annual leave requests in line with best practice and local policies
  
  

Other Duties

• QoF call and recall for all the quality indicators
• Invoicing for Enhanced Services undertaken by the practice
• Completion of Ext Hours spreadsheet on a quarterly basis
• Cover reception and other patient facing services when required
  
  

Personal Development

• To have responsibility for the health and safety and welfare of others in the working environment, to follow safe working practices and to comply at all times with the Practice’s health and safety policy.
• Maintain good working relationships with other members of the practice team and staff from other agencies.
• To identify training needs of self and participate in relevant education/training programmes.
• To attend staff meetings as required.
• To undertake such duties as may be required from time to time, as are consistent with the responsibilities of the grade and the individual’s level of competence.
• Changes to this job description may be made in consultation with the post-holder.
  
  

Essential

Skills and experience:

• Proven experience managing and leading a team, including performance management and appraisals
• Experience with staff rotas, absence management, and managing leave requests
• Experience preparing referrals and reports (clinical and non-clinical)
• Minute-taking and meeting preparation
• Strong organisational skills to manage multiple priorities and tasks efficiently
• Knowledge of GP practice operations, procedures, and NHS systems (e.g., QOF)
• Ability to liaise confidently and professionally with internal and external stakeholders (e.g., patients, consultants, hospital staff)
• Experience dealing with and supporting members of the public
• Basic understanding of health and safety policies
  
  

Desirable

• Previous experience as a Personal Assistant (PA) or Practice Assistant in a healthcare setting
• Experience using EMIS
• Experience with QOF
• Awareness of Care Quality Commission (CQC) standards and inspection processes
• NVQ/SVQ Level 3 or higher in Business Administration or Management
  
  

Benefits

• 27 days annual leave (pro-rata) plus 8 bank holidays (pro-rata)
• NHS Pension Scheme
• Enhanced family leave
• Enhanced sick pay
  
  

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such will be necessary for a submission for the Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.