Job description

Job responsibilities

JOB PURPOSE

• Supporting the Senior Management Team and Educators in the Training hub team with administrative functions to include minute taking, training hub telephone queries, data collation etc.

• Ensure the effective deployment of the senior teams time (including diary management, correspondence, arranging meetings and events, assembling agendas and meeting papers, minute taking and other core tasks).
• Support Data collection for a variety of reporting metrics for HEE, NHSE/I and other commissioning bodies. In particular around workforce metrics.
• Supporting, co-ordinating and arranging a variety of events such as schools and colleges careers days, educational events and award events.
• Liaising with a wide range of staff both inside and external to the business.

KEY RELATIONSHIPS

Internal

Training Hub staff core team and educators

Business and Project Development Manager

IT team

Business Intelligence team

Finance team

Quality team

Director of Nursing and Quality

Communications team

HR team

External

General Practice

Primary care partners such as PCNs and other federations

ICB

Universities in particular Worcestershire, Wolverhampton and Birmingham City

Training providers

Communications teams in partner organisations

Commissioners at HEE, NHSE/I and other commissioning bodies

Main Responsibilities

The main responsibilities are set out below.

• Provide a full range of Personal Assistant and administration duties, including the taking of dictation and minutes, typing of correspondence and preparation and distribution of reports and other documents. To produce accurate work to a high level of presentation whilst working to tight timescales and deadlines.

• Following meetings to ensure that any follow-up action is identified, logged and proactively taken forward, prompting colleagues about action needed, as necessary.

• Handle sensitive queries in writing, by telephone or in person from colleagues, partner organisations, education providers and commissioners in an effective, sensitive manner as a representative of the Training Hub and Taurus Healthcare, to reflect a positive image. To be aware of sensitivities and reflect and interpret these accordingly wherever appropriate.

Support the senior team with data collation for workforce metrics and project/program data.

Use own initiative to determine what help can be provided to the senior team, to support and assist and act accordingly.

To assist in the production of documents, charts, tables, etc., by use of Microsoft IT Packages, e.g. Word, Excel, PowerPoint and use Outlook to disseminate certain information/documents by Email.

Provide project/program administrative support for senior team.

Provide project/program administrative support for educators as delegated by the senior team.

Support the training hub team members with any other administrative tasks as required such as correspondence, reports and presentations.

Support with planning, co-ordinating and facilitating meetings.

Management of electronic diaries. In particular PA function for the Chief Training hub Officer. Manage the diary in a constructive and supportive way and prepare appointment schedules. Re-schedule appointments in response to changing demands. Arrange conferences and time outs which may include production of draft agendas, arranging speakers and equipment, ensuring any relevant deadlines are factored in.

Carry out research on behalf of the senior team through use of the internet and other media in respect of varying issues.

• Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role. Including the day to day updating of website materials and request to IT support services where required.

Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately.

To actively participate in any developmental work.

*A full Job Description & Person Specification is attached to this advert*

Person Specification

Skills

Essential

• Excellent communication skills, writing clearly for a range of audiences.
• Ability to deliver to agreed deadlines.
• Excellent organisational skills.
• Ability to work independently or as part of a team.
• Competent use of Microsoft Office programmes.
• Has a responsive, solution focused approach to addressing issues and barriers.
• Able to build and sustain good working relationships.
• Ability to utilise project management template to facilitate delivery, monitoring and reporting.
• Good level of accuracy and attention to detail.

Desirable

• Ability to learn new systems quickly.
• Ability to utilise project management template to facilitate delivery, monitoring and reporting.

Experience

Essential

• Experience of Primary Care
• Experience of working collaboratively with internal and external partners
• Experience of working as a PA Support role, including the management of busy diaries.
• Awareness of Health Education England and NHS England
• A good understanding of Confidentiality and Data Protection Act and GDPR
• Experience in producing correspondence, reports and presentations.
• Experience in accurate minute taking/transcribing.
• Experience in planning, co-ordinating and facilitating meetings.
• Experience in management of electronic diaries.

Desirable

• Experience of updating web based content as a day to day maintenance non specialist level.

Other Job Requirements

Essential

• Ability to travel around Herefordshire and Worcestershire as required, and further, as necessary.
• Clean driving licence and access to car to travel to meetings.

Personal Qualities & Attributes

Essential

• Can work as a team player.
• Is open and honest and acts with integrity.
• A good understanding of equality and valuing diversity principles.

Qualifications

Essential

• Evidence of ongoing professional development.
• NVQ Level 2 Business Administration.
• GCSE English or equivalent level.
• GCSE Mathematics or equivalent level.

Desirable

• Educated to A Level, or equivalent.

Employer details

Employer name

Taurus Healthcare Limited

Address

Taurus Healthcare Ltd

Whitecross Road

Hereford

HR4 0DG

United Kingdom

Employer's website

https://www.herefordshiregeneralpractice.co.uk (Opens in a new tab)

Job description

Job responsibilities

This role is often the first point of contact for patients, visitors and healthcare professionals, making it a vital part of delivering an excellent patient experience. As the friendly and professional face of the service, the Receptionist creates a welcoming environment, supports patients to access the right care at the right time, and helps ensure the smooth and efficient running of clinical services.

Working as part of a multidisciplinary team, the Receptionist plays a key role in coordinating appointments, managing enquiries, maintaining accurate patient records, and supporting both clinical and operational colleagues. The role requires excellent communication, organisational and customer service skills, alongside a commitment to confidentiality, patient safety, and high quality care.

The Receptionist contributes directly to the effectiveness of the service by helping maintain a safe, organised and responsive environment for patients and staff. Through their daily interactions, they promote a positive patient experience, identify and escalate concerns when necessary, and support the delivery of compassionate, efficient and patient-centred healthcare services.

Main Responsibilities

• Greet patients and visitors in a courteous and professional manner.
• Manage patient appointments using the scheduling system.
• Assist with administrative tasks as required by the clinical and administrative teams.
• Register patients and manage appointment books for various clinics.
• Answer telephone calls and respond to patient inquiries effectively.
• Maintain accurate and up-to-date patient records and documentation.
• Coordinate with clinical staff to ensure smooth patient flow and communication.
• Handle incoming and outgoing mail and correspondence.
• Ensure the reception area and clinical space is tidy and welcoming at all times.
• To receive and ensure all deliveries are signed for and signposted appropriately to relevant team members.
• To answer the main telephone enquiries line and manage enquiries and redirect calls to appropriate members of staff.
• To answer intercom enquiries from visitors at the front of the building, allowing them entry to the building.
• To complete daily checks within the clinical reception area and clinical rooms, reporting any issues to the operational team.
• To complete Health and Safety checks and update Teamnet with dates and reporting any issues to the operational team.
• To ensure rooms are fully stocked and report any shortages to the operational team.
• To ensure general waste and recycling bins are placed outside in readiness for scheduled collection days and support with the clinical waste collection.
• To observe patients, in the seating area to ensure the area is safe and immediately escalating concerns to Service Coordinator and clinician on site for any patient who you observe in the seating area that may have deteriorated.
• Identifying any security issues and notifying to the Service Coordinator and reporting as necessary i.e. Police (999) or 101 service. (e.g. hostile, aggressive and potentially intoxicated patients / members of the public)
• Identifying any safeguarding concerns and escalating to Service Coordinator
• To be approachable and when required provide support to patients, relatives and other Health Care Professions in a professional manner.

Person Specification

Experience

Essential

• Experience of working in a customer facing role.
• Experience of dealing with confidential and/or sensitive data

Desirable

• Experience of working in a GP practice
• Experience of EMIS web / Adastra systems

Skills

Essential

• Proficient in keyboard skills and IT
• Excellent communication skills
• Excellent telephone manner
• Good organisational skills
• Good listening skills
• Excellent customer service skills
• Ability to deal with customers in a polite, friendly and sensitive manner.
• Able to work well in a busy environment where interruptions are common place
• Good teamworking skills
• Ability to use initiative to solve problems that arise

Desirable

• Familiar with medical terminology

Qualifications

Essential

• GCSE maths and English or equivalent

Other Job Requirements

Essential

• Willing to provide sickness / holiday cover

Personal Qualities and Attributes

Essential

• Able to work as part of a team
• Courteous and friendly
• Able to work without close supervision
• Tactful and diplomatic
• Good timekeeper
• Able to use own initiative
• Conscientious

Experience

Essential

• Experience of working in a customer facing role
• Experience of dealing with confidential and/or sensitive data

Desirable

• Experience of EMIS web / Adastra systems
• Experience of working in a GP practice

Disclosure and Barring Service Check

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

Employer details

Employer name

Taurus Healthcare Limited

Address

Taurus Healthcare

Nelson House

Whitecross Road

Hereford

Herefordshire

HR4 0DG

United Kingdom

Employer's website

https://www.herefordshiregeneralpractice.co.uk (Opens in a new tab)

Job description

Job responsibilities

Job Purpose

The Clinical Systems Dispatcher (CSD) sits at the heart of our Urgent Primary Care service. While clinicians focus on treating patients, this role ensures the service runs efficiently and patients receive the right support at the right time. This role brings together patients, clinicians, drivers and support services to make sure everything works smoothly.

Key Responsibilities

• Coordinating patient appointments and urgent home visits
• Monitoring incoming requests for care and ensuring they are dealt with promptly
• Supporting healthcare professionals by managing appointment schedules
• Keeping patients updated if there are delays
• Responding to phone calls from healthcare partners and support services
• Using computer systems to manage patient information and bookings
• Helping oversee drivers and support staff during overnight shifts
• Identifying and escalating any issues that could affect patient care
• Maintaining accurate records and reports
• Keep patients requiring a home visit updated on expected arrival time of the GP or nurse, escalating to the senior clinician on shift if the patients condition has changed or worsened
• Provide shift handovers including any escalations or issues that have happened during your shift
• Report any incidents
• Follow business continuity plans and escalate to the Director on Call where required

Person Specification

Experience

Essential

• Experience working in an administrative, coordination or scheduling role
• Experience working in a busy environment with multiple priorities
• Experience maintaining accurate records and data systems
• Experience communicating with a range of stakeholders by telephone and email
• Understanding of confidentiality and data protection requirements
• Experience coordinating appointments, bookings or service delivery

Desirable

• Experience of working to performance targets, deadlines or KPIs
• Experience handling incidents, escalation processes or operational issues
• Experience supervising staff, drivers or support teams
• Experience in a healthcare, NHS or urgent care environment

Skills

Essential

• Excellent communication skills (verbal and written)
• Strong organisational and coordination skills
• Ability to prioritise competing demands in a fast-paced environment
• Strong IT skills and confidence using multiple computer systems simultaneously
• Ability to accurately input, maintain and retrieve data
• Customer service and patient-focused communication skills
• Ability to manage complaints, concerns and difficult situations professionally
• Ability to work collaboratively with multidisciplinary teams and partner organisations
• Ability to use initiative and solve problems independently

Other requirements wider responsibilities

Essential

• Ability to work shifts including evenings, nights, weekends and bank holidays
• Ability to attend Nelson House base and other locations as required
• Ability to act as a chaperone when required
• Compliance with confidentiality, information governance and health & safety requirements

Personal Qualities and Attributes

Essential

• Calm and resilient under pressure
• Reliable and dependable
• Friendly, approachable and professional
• Strong attention to detail and accuracy
• Flexible and adaptable to changing demands
• Team player who works collaboratively
• Patient centred and committed to high standards of care
• Able to make decisions confidently within defined procedures
• Positive and proactive approach to work

Qualifications

Essential

• Educated to GCSE standard or equivalent

Desirable

• Fire Warden trained/qualification
• First Aid trained/qualification

Disclosure and Barring Service Check

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

Employer details

Employer name

Taurus Healthcare Limited

Address

Taurus Healthcare

Nelson House

Whitecross Road

Hereford

Herefordshire

HR4 0DG

United Kingdom

Employer's website

https://www.herefordshiregeneralpractice.co.uk (Opens in a new tab)