Community Services Administrator

NHS

Islington GP Federation (IGPF) is seeking a motivated Community Services Administrator to join our dynamic and growing team. You’ll be working at the heart of our Gynaecology Collaborative, a service designed to transform how gynaecological care is delivered across Haringey and Islington.

This is an exciting opportunity to provide essential administrative support to a multidisciplinary team focused on integrating primary, secondary, and community care to improve patient journeys and outcomes. You’ll also have the chance to support other vital community services within the IGPF.

Main duties of the job

The small but effective management and support structure includes local GPs, nurses, practice managers, and other non-clinical staff. It has a core team of less than 50 staff, based in its Holloway office, and in total employs around 150, the majority on a monthly, part-time basis. IGPF are looking for a flexible individual to join its Community Gynaecology Team, currently serving Haringey & Islington, the Gynaecology Collaborative.

This position is part of the IGPF Federation for Community Services. The post holder will primarily provide administrative support to the Gynaecology Collaborative Team and may also be required to support other community services within the IGPF Federation, as directed by the line manager.

About us

Islington GP Federation (IGPF) is a growing organisation representing 31 practices; we have established ourselves as a leader in new ways of working, including running Islington’s extended access primary care services (I:HUB) as well as supporting the Islington Primary Care Networks (PCNs).

Our current range of services includes the Extended Access Service, I:HUB, Community Ear, Nose and Throat (ENT), Integrated Community Gynaecology, practice-based pharmacists, and a range of practice support mechanisms.

IGPF works very closely with a range of partners, including the regional commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals such as UCLH, Whittington Health, and the London Borough of Islington.

IGPF is the host organisation for the Primary Care Network (PCN) workforce and the Islington Training Hub and has been working for over two years to create training and development programmes that meet the needs of staff working in primary and community care settings.

IGPF runs four Islington GP practices, one on a GMS contract, two on APMS contracts, and one caretaking contract.

Job responsibilities

Job Responsibilities:

• Monitor referral inboxes and process incoming referrals in a timely and accurate manner.
• Manage referrals received from GPs via electronic portals, ensuring accurate triage and appropriate allocation.
• Answer phone calls, check voicemails, respond to emails, and manage other forms of communication promptly and professionally.
• Manage clinic rotas using EMIS Web, including booking patient appointments, cancelling appointments, and responding to patient queries appropriately.
• Action follow-up instructions based on clinician notes, such as generating discharge letters, making secondary care referrals, booking follow-up appointments, and chasing investigation results.
• Take minutes at Team Meetings and provide clerical support to Federation staff as required.
• Undertake a wide range of administrative duties, ensuring information is accurately managed, filed, and followed up accordingly.
• Operate and maintain a working knowledge of all office-based software and equipment, including EMIS Web, Microsoft Office, photocopiers, and scanners.
• Maintain accurate and up-to-date patient records and ensure data is input correctly onto clinical systems.
• Support the preparation of reports, spreadsheets, and service data as requested by management.
• Manage outgoing post.
• Liaise with GPs, hospital teams, community services, and patients to ensure seamless service delivery.
• Support new staff with onboarding processes and basic admin induction.
• Ensure adherence to information governance, confidentiality, and data protection guidelines at all times.
• Escalate urgent clinical queries or service concerns to appropriate team members as needed, using good judgment and initiative.
• Demonstrate flexibility by working from different service sites as instructed by the line manager to meet operational needs.
• Act as a chaperone when required when working on site.
• Work safely at all times in accordance with legislative requirements and Federation policies and procedures.

This job description is not exhaustive, and the post holder may be required to carry out other duties as reasonably requested by the line manager, in line with the scope and responsibilities of the role.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, 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, staff, and other healthcare workers. They may also have access to information relating to the Federation 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 Federation may only be divulged to authorised persons in accordance with the Federation’s 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 Federation’s Health & Safety Policy, to 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 manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

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 recognises the importance of people’s rights, interpreting them in a way that is consistent with Federation 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 and of 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 Federation as part of this employment, such training to 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.

Person Specification Experience

• Experience in GP Practice or Outpatient Reception.
• Experience within a healthcare setting.

Qualifications

• Good General Education.
• Qualified to NVQ level 3.

Skills

• Ability to provide quality care.
• Good interpersonal and communication skills.
• Good organisational skills.
• Good teamwork skills.
• Ability to work independently following verbal or written instructions.
• Adaptable to change.
• Basic IT Skills.
• Knowledge of EMIS and Docmail clinical systems.
• Basic first aid knowledge.
• Health and safety awareness.
• Chaperone Training Certificate or experience.

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.