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Appointment Book Administrator

Gloucester

We have an exciting opportunity to join our Operations team at Aspen Medical Practice.

If your application is successful, you will play a crucial role in co-ordinating patient care by setting up and maintaining our Appointment Book. This includes scheduling clinicians, managing rotas, adjusting appointments due to staff absences, and forward planning. The role requires a strong understanding of clinical operations, team capabilities, and our administrative procedures.

You will also support the Reception and Operations Manager with general administrative duties, handle clinical staff annual leave, arrange locum cover, and assist our clinical team when required.

You will work within a small supportive team, reporting directly to our Reception and Operations Manager.

If you’re organised, methodical, and confident working with data - especially in Excel - you may be just the person we need. This role sits at the heart of clinical operations, ensuring that the appointment book runs smoothly and efficiently, and that clinicians have what they need to deliver great patient
care.

In this role, you’ll need to juggle multiple priorities, stay calm under pressure and keep a very close eye on detail. Accuracy, logical thinking, and clear communication are essential.

This is a non-patient-facing role, working closely with clinicians and supporting the wider team behind the scenes. It’s ideal for someone with experience in managing clinical rotas, or for someone looking to develop a career within a GP practice.

SystmOne experience is preferred but not required.

Full training will be provided to the successful candidate.

Aspen Medical Practice are an equal opportunities employer.

Job Description

The purpose of the role is to:

 Coordinate care of patients primarily through the setting up of the practice’s Appointment Book. This is the primary role for the Appointment Book Administrator and Operations Care Coordinator.
 Support the Operations Manager in various aspects of administration.

Key Tasks and Responsibilities

 Setting up of Appointment Book includes:
1. Understanding the conceptual basics of Clinical Operations including the various key roles that must be staffed daily.
2. Being able to check the Appointment Book weekly.
3. Having the knowledge of the whole clinical team and who can do what (knowing when templates need to be adjusted).
4. When clinicians are off sick, knowing how to move clinics round (which involves knowing who can do what) as well as notifying clinicians of last-minute rota changes.
5. Ability to set up the weekly rotas in preparation for putting Appointment Book on ensuring that checklists are followed. This is a big part of the role, it is important to be able to follow instructions but also use own judgement dependent on the situation.
6. Ensuring that the practice’s target of having 7 weeks of Appointment book on – this means current week plus 6 weeks ahead. This is a critical target that must be met in order to ensure smooth delivery of Clinical Operations.

7. Contacting locums when required, monitoring that all information is up to date in the locum pack and personal details are up to date.

8. Managing the annual leave authorisation for clinical staff members, knowing when to accept and decline requests and how to approach this (knowing when to have discussion with line manager).

9. Carrying out miscellaneous general administration tasks as directed by line manager.

General Tasks

 Liaison with external agencies as required.
 Provide general assistance to clinical staff and promptly act on any instructions from the doctors.
 Participation in relevant training and development proceedings and attend Protected Learning Time events. Note these may be outside your normal working hours.
 In conjunction with the Primary Care Team offer Automatic External Defibrillation and Basic Life Support (following completion of training) to patients in the event of an emergency in Practice.
 Maintain complete confidentiality in relation to all patients, staff and the Practice’s business. Keep the Reception area free of patient identifiable information when the Practice is closed/reception area is
unmanned. See further section on confidentiality.
 Other appropriate duties as directed by the Partners.
 Monitor personal development to ensure a first-class service is delivered to the Practice and its patients.
 Adhere to all Laws, regulations and other regulatory guidance as well as the Practice’s Policies and Procedures (including Financial, Personnel and Health and Safety) in place.
 This job description is not exhaustive and may be amended periodically after review and consultation.
 May sometimes include varied reception duties in times of need Confidentiality

In the course of seeking treatment patients entrust the Practice and its staff with, or allow the gathering of 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 job description, the post- holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. The post holder may also have access to information relating to the Practice 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 Practice may only be divulged to authorised persons in accordance with the Practice 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 Practice Health & Safety policies and published procedures. This will 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 minimises and manages those risks.
 Making effective use of training to update knowledge and skills.
 Using appropriate infection control procedures and provided equipment; maintaining work areas in a tidy and safe way - free from hazards.
 Actively report Health and Safety hazards and infection hazards immediately when recognised.

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 recognizes the importance of people’s rights; interpreting them in a way that is consistent with practice 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 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 Practice as part of this employment, such training could 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 Practice, 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 and reporting any issues regarding these to the appropriate senior manager.

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 peoples’ needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services
The post-holder will:
 Apply practice policies, standards and guidance.
 Discuss with other members of the team how the policies, standards and guidelines will affect their own work.

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