Job summary
Would
you like to be part of a supportive, enthusiastic and forward-thinking practice
team...
This
is an exciting opportunity for a well-motivated individual who enjoys working
in a dynamic environment.
The
ideal candidate will have:
-
Proven management
experience within a healthcare or similar setting
-
Strong knowledge
of NHS primary care processes
-
Excellent
organisational and communication skills
- Good leadership skills and professional attitude
- High level of
computer literacy, competent using Microsoft products. Knowledge of SystmOne an advantage.
-
The ability to
work under pressure and adapt to a changing environment
You'll
be joining a supportive team that values collaboration, innovation and
professional development.
If
you are a motivated, organised and people-focused individual looking for your
next challenge, we would love to hear from you.
Main duties of the job
This
role has been established to support the Practice Manager in the day-to-day
running of the practice.
The
post-holder will work closely with, and under the direction of, the Practice
Manager to enhance standards across a broad range of clinical and
administrative activities.
The
successful candidate will be highly motivated, able to work independently, and
confident in taking the lead on designated areas of responsibility.
About us
We
are a continually growing, well-established training practice in the centre of
Beeston, Nottingham. We currently have almost 12,000 patients.
Our
goal is to provide high-quality healthcare in a caring and friendly environment
while fostering a supportive and collaborative workplace for all members of our
team.
We
are committed to continuous learning and professional development and take
pride in supporting the training and wellbeing of our staff.
We have an extensive team including 3 GP Partners, Salaried GPs, ANP, Paramedic, Pharmacists, Pharmacy Technicians, Nurses, HCAs, Practice Manager, Reception Manager, Receptionists, Secretaries, GP Administrator and Prescription Clerk. We also work alongside our PCN colleagues such as a Paramedic, Social Prescribers, Care Home Team, Nursing Associates and more.
Job description
Job responsibilities
The
Admin Manager plays a key role in supporting the Practice Manager with the
smooth, effective, and compliant running of the practice. This includes
day-to-day operational management, performance monitoring, and project
delivery.
The
postholder will contribute to improving administrative and clinical standards
across all areas of the practice.
Main Duties and Responsibilities
Operational and Administrative Support
-
Assist the
Practice Manager with daily operations, ensuring the efficient running of
practice systems and procedures.
-
Respond to
requests for information and prepare reports, data, and updates as required.
-
Support with
finance processes including incoming invoice management and petty cash.
-
Assist with
policy writing, reviews, and maintaining up-to-date documentation.
-
Line manage all
admin staff, supporting staff development, providing guidance and direction,
ensuring staff are up to date with mandatory training.
-
Responsible for admin
staff holidays and making note of absences.
-
Oversee the
reception and administrative services of the practice; ensuring staff achieve
their primary responsibilities.
-
To work with the
Practice Manager and Reception Manager to maintain good relationships with the PPG (Patient Participation Group), liaising with the group to help further
improve services for patients.
-
To support the
Practice Manager in the use of the electronic policy system and help to update
and maintain accordingly disseminating policies to staff.
Quality, Performance, and Compliance
-
Monitor the
Quality and Outcomes Framework (QOF) data, maximising prevalence and securing
maximum achievement through regular liaison with Practice Manager and partners.
-
Maintain and
update the Data Security and Protection Toolkit annually.
-
Assist in
managing data quality within the clinical system, promoting accuracy and
compliance with national and local standards.
-
Contribute to
clinical audits, reporting, and disease register maintenance.
-
Assist with
handling complaints and patient feedback.
-
Monitor telephone
system to ensure telephone is being answered in a timely manner.
-
Support the
Practice Manager in the development of CQC readiness.
-
Develop,
implement and embed efficient reception and admin processes and procedures.
-
Oversee patient
call and recall systems.
-
Retain oversight
of clinical rotas to ensure appointments are being used efficiently, reviewing
capacity and updating the Practice Manager.
Staff Support and Development
-
Support the
induction of new staff, students, and registrars.
-
Maintain accurate
staff training records, including mandatory training compliance.
-
Assist in
organising and minuting practice meetings where needed.
-
Provide advice,
guidance, and support to administrative and clinical teams where required.
-
Completing staff
appraisals as required
-
Oversee staff
rotas
IT and Systems
-
Liaise with NHIS,
SystmOne TPP, and other IT support teams to resolve system issues.
-
To provide
support advice and training for current and new practice staff in the use of
the clinical system.
-
To make sure all
new staff are set up appropriately i.e. passwords, smartcards, ICE access etc
for accessing the computer systems.
-
To manage the
surgery website, and any other social media marketing programmes to aid the
promotion of The Oaks Medical Centre.
Facilities, Health & Safety, and Compliance
-
Support the
Practice Manager in maintaining the building, equipment, and Health &
Safety standards.
-
Contribute to
regular Health & Safety checks, Fire Risk Assessments, and drills.
-
Assist with
managing maintenance projects and liaising with contractors.
Finance and Record-Keeping
-
Assist with
practice accounts documentation and banking as required.
-
Support the
preparation and submission of financial and performance reports.
General
-
Deal with
patients, NHS contacts, and external partners in person, by phone, and in
writing.
-
Undertake any
reasonable additional tasks as required by the Practice Manager.
Quality and Continuous Improvement
-
Contribute to
maintaining and improving quality standards across the practice.
-
Identify and
communicate risks or areas for improvement.
-
Participate in
audits and quality improvement activities.
Communication
-
Communicate
effectively with colleagues, patients, and external organisations.
-
Adapt
communication methods to meet the needs of individuals and situations.
Contribution to Service Development
-
Implement
practice policies and procedures consistently.
-
Participate in
discussions and audits to enhance service delivery.
Confidentiality
-
All staff must
maintain strict confidentiality regarding patients, staff, and practice
business in accordance with data protection and confidentiality policies.
Health & Safety
-
Assist in
maintaining a safe working environment by following all practice policies and
procedures, identifying risks, and using appropriate infection control and
security systems.
Equality, Diversity & Inclusion
-
Promote equality,
diversity, and the rights of patients and colleagues, treating all individuals
with dignity, respect, and fairness.
Personal & Professional Development
-
Participate in
annual performance reviews and maintain responsibility for ongoing learning and
development.
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.
Job description
Job responsibilities
The
Admin Manager plays a key role in supporting the Practice Manager with the
smooth, effective, and compliant running of the practice. This includes
day-to-day operational management, performance monitoring, and project
delivery.
The
postholder will contribute to improving administrative and clinical standards
across all areas of the practice.
Main Duties and Responsibilities
Operational and Administrative Support
-
Assist the
Practice Manager with daily operations, ensuring the efficient running of
practice systems and procedures.
-
Respond to
requests for information and prepare reports, data, and updates as required.
-
Support with
finance processes including incoming invoice management and petty cash.
-
Assist with
policy writing, reviews, and maintaining up-to-date documentation.
-
Line manage all
admin staff, supporting staff development, providing guidance and direction,
ensuring staff are up to date with mandatory training.
-
Responsible for admin
staff holidays and making note of absences.
-
Oversee the
reception and administrative services of the practice; ensuring staff achieve
their primary responsibilities.
-
To work with the
Practice Manager and Reception Manager to maintain good relationships with the PPG (Patient Participation Group), liaising with the group to help further
improve services for patients.
-
To support the
Practice Manager in the use of the electronic policy system and help to update
and maintain accordingly disseminating policies to staff.
Quality, Performance, and Compliance
-
Monitor the
Quality and Outcomes Framework (QOF) data, maximising prevalence and securing
maximum achievement through regular liaison with Practice Manager and partners.
-
Maintain and
update the Data Security and Protection Toolkit annually.
-
Assist in
managing data quality within the clinical system, promoting accuracy and
compliance with national and local standards.
-
Contribute to
clinical audits, reporting, and disease register maintenance.
-
Assist with
handling complaints and patient feedback.
-
Monitor telephone
system to ensure telephone is being answered in a timely manner.
-
Support the
Practice Manager in the development of CQC readiness.
-
Develop,
implement and embed efficient reception and admin processes and procedures.
-
Oversee patient
call and recall systems.
-
Retain oversight
of clinical rotas to ensure appointments are being used efficiently, reviewing
capacity and updating the Practice Manager.
Staff Support and Development
-
Support the
induction of new staff, students, and registrars.
-
Maintain accurate
staff training records, including mandatory training compliance.
-
Assist in
organising and minuting practice meetings where needed.
-
Provide advice,
guidance, and support to administrative and clinical teams where required.
-
Completing staff
appraisals as required
-
Oversee staff
rotas
IT and Systems
-
Liaise with NHIS,
SystmOne TPP, and other IT support teams to resolve system issues.
-
To provide
support advice and training for current and new practice staff in the use of
the clinical system.
-
To make sure all
new staff are set up appropriately i.e. passwords, smartcards, ICE access etc
for accessing the computer systems.
-
To manage the
surgery website, and any other social media marketing programmes to aid the
promotion of The Oaks Medical Centre.
Facilities, Health & Safety, and Compliance
-
Support the
Practice Manager in maintaining the building, equipment, and Health &
Safety standards.
-
Contribute to
regular Health & Safety checks, Fire Risk Assessments, and drills.
-
Assist with
managing maintenance projects and liaising with contractors.
Finance and Record-Keeping
-
Assist with
practice accounts documentation and banking as required.
-
Support the
preparation and submission of financial and performance reports.
General
-
Deal with
patients, NHS contacts, and external partners in person, by phone, and in
writing.
-
Undertake any
reasonable additional tasks as required by the Practice Manager.
Quality and Continuous Improvement
-
Contribute to
maintaining and improving quality standards across the practice.
-
Identify and
communicate risks or areas for improvement.
-
Participate in
audits and quality improvement activities.
Communication
-
Communicate
effectively with colleagues, patients, and external organisations.
-
Adapt
communication methods to meet the needs of individuals and situations.
Contribution to Service Development
-
Implement
practice policies and procedures consistently.
-
Participate in
discussions and audits to enhance service delivery.
Confidentiality
-
All staff must
maintain strict confidentiality regarding patients, staff, and practice
business in accordance with data protection and confidentiality policies.
Health & Safety
-
Assist in
maintaining a safe working environment by following all practice policies and
procedures, identifying risks, and using appropriate infection control and
security systems.
Equality, Diversity & Inclusion
-
Promote equality,
diversity, and the rights of patients and colleagues, treating all individuals
with dignity, respect, and fairness.
Personal & Professional Development
-
Participate in
annual performance reviews and maintain responsibility for ongoing learning and
development.
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.
Person Specification
Skills
Essential
- - Excellent communication skills (written and oral)
- - Good IT skills (e.g. Microsoft packages)
- - Clear, polite telephone manner
- - Effective time management (planning and organising)
- - Ability to work as a team member and autonomously
- - Good interpersonal skills
- - Problem-solving and analytical skills
- - Ability to follow policy and procedure
Desirable
- - Experience using clinical systems
Experience
Essential
- - General Practice Experience: Over three years experience working in a general practice setting, providing administrative and patient support within a primary care environment.
- - Multidisciplinary Team (MDT) Experience: Proven experience working effectively as part of a multidisciplinary team, collaborating with GPs, nurses, healthcare assistants, and administrative staff to ensure smooth service delivery and high standards of patient care.
Desirable
- - Staff Management: At least three years experience managing staff, including delegating tasks, providing guidance and support, and ensuring team performance meets organisational standards.
- - Procedure Management: Proven experience overseeing and implementing office or clinical procedures, maintaining compliance with organisational policies, and ensuring efficient workflow.
- - Financial Management: Experience with accounting software, raising invoices and adding to Quickbooks.
Qualifications
Essential
- - GCSE grade A to C in English and Maths
Desirable
- - Educated to A-level, equivalent or higher with relevant experience.
- - Leadership or management qualification or relevant equal experience.
Personal Qualities
Essential
- - Committed and flexible, demonstrating a positive attitude toward change and new challenges.
- - Strong interpersonal skills, with the ability to communicate effectively at all levels within the organisation.
- - Driven and enthusiastic, capable of maintaining performance and focus in a dynamic and pressurised environment.
- - Highly motivated and proactive, able to work independently with minimal supervision and to take a leading role in agreed areas of responsibility.
Person Specification
Skills
Essential
- - Excellent communication skills (written and oral)
- - Good IT skills (e.g. Microsoft packages)
- - Clear, polite telephone manner
- - Effective time management (planning and organising)
- - Ability to work as a team member and autonomously
- - Good interpersonal skills
- - Problem-solving and analytical skills
- - Ability to follow policy and procedure
Desirable
- - Experience using clinical systems
Experience
Essential
- - General Practice Experience: Over three years experience working in a general practice setting, providing administrative and patient support within a primary care environment.
- - Multidisciplinary Team (MDT) Experience: Proven experience working effectively as part of a multidisciplinary team, collaborating with GPs, nurses, healthcare assistants, and administrative staff to ensure smooth service delivery and high standards of patient care.
Desirable
- - Staff Management: At least three years experience managing staff, including delegating tasks, providing guidance and support, and ensuring team performance meets organisational standards.
- - Procedure Management: Proven experience overseeing and implementing office or clinical procedures, maintaining compliance with organisational policies, and ensuring efficient workflow.
- - Financial Management: Experience with accounting software, raising invoices and adding to Quickbooks.
Qualifications
Essential
- - GCSE grade A to C in English and Maths
Desirable
- - Educated to A-level, equivalent or higher with relevant experience.
- - Leadership or management qualification or relevant equal experience.
Personal Qualities
Essential
- - Committed and flexible, demonstrating a positive attitude toward change and new challenges.
- - Strong interpersonal skills, with the ability to communicate effectively at all levels within the organisation.
- - Driven and enthusiastic, capable of maintaining performance and focus in a dynamic and pressurised environment.
- - Highly motivated and proactive, able to work independently with minimal supervision and to take a leading role in agreed areas of responsibility.
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.