Job summary
Minster Medical Practice is seeking a Management Assistant (job share) 18 hours a week over 2 or 3 days, to work alongside our Practice Manager and the current Management Assistant. This is a fantastic opportunity to join a supportive leadership team and play a key role in the day-to-day running of our busy but friendly practice, situated in uphill Lincoln.
Serving approximately10,000 patients, our practice is supported by a dedicated team including 4 GP partners, 2 salaried GPs, 3 Advanced Nurse Practitioners, a Counsellor, our nursing team, reception and admin staff, and PCN support roles.
The successful candidate will bring:
Experience in primary care and knowledge of NHS IT systems (essential)
Strong people management skills and a proactive approach to problem-solving
A positive, adaptable attitude and the ability to work on their own initiative while supporting others
This is a job share role, offering flexibility, collaboration, and the chance to contribute meaningfully to the future of our practice.
Main duties of the job
The post holder will:
Support the GP Partners and Practice Manager in ensuring the smooth day-to-day running of the practice
Act as a member of the surgery management team with delegated responsibility for operational leadership
Oversee the effective processing of administrative work and liaise with administration teams to maintain excellent communication and workflow
Lead on the attainment of local and national targets, ensuring compliance with NHS requirements
Take responsibility for key areas including:
HR administration (day-to-day)
Annual leave management
Staff appraisals
Complaints handling
Inducting new staff members
First-line support for IT issues
This is a fulfilling and interactive role, ideal for someone who thrives in a busy healthcare setting and is motivated by making a real difference to patients and staff.
About us
Minster Medical Practice is a well-established and friendly practice with many long-serving team members. The appointment of a Management Assistant will strengthen our leadership team, enabling us to respond effectively to the ever-changing environment of primary care.
We aim to provide high-quality care to our community in a supportive environment where staff feel respected and valued. Teamwork and maintaining a positive atmosphere are essential to how we work.
Based in uphill Lincoln with free on-site parking
Several ARRS roles in-house, including Mental Health Practitioners, FCPs, Clinical Pharmacists, and Pharmacy Technicians
Strong administration team including patient advisors, medical secretaries, and a clinical administration team
Commitment to staff satisfaction and wellbeing, with regular social events open to all staff
We are a happy, supportive team who work hard but maintain a sense of humour!
Job description
Job responsibilities
The post holder will:
Demonstrate an understanding of health services and a passion for improving lives and healthcare
Support the GP Partners and Practice Manager in ensuring the smooth running of the practice
Act as a member of the surgery management team with delegated responsibility for day-to-day operations
Ensure effective processing of administrative work and liaise with teams to achieve local and national targets
Admin & Secretarial Team
Oversee the medical administration and secretarial team, providing leadership and clarity of roles
Manage day-to-day HR including staff development, recruitment, training, reviews, annual leave, and absence management
Ensure sufficient staff coverage at all times and address issues as they arise with support from the wider management team
Clinical (Non-GP) Team
Provide HR administration support for the Lead Nurse, including timely completion of reviews
Manage room bookings, holiday rotas, and ensure clinics are set up correctly
Add new staff members onto the system and support smooth integration
Site Management
Act as a point of contact for staff onsite, responding to issues and supporting with IT queries
Accept deliveries and visitors, ensuring smooth day-to-day site operations
Oversee and audit cleaning, security, and maintenance of the site
Work with administrators to ensure appointment functionality across GPs, clinical staff, and reception/admin teams
IT System Management
Maintain strong knowledge of SystmOne, SystmConnect, Abtrace, WebV, Microsoft 365
Ensure compliance with data protection and Caldicott guidelines
Train and support staff in IT systems and keep abreast of changes
Practice Manager Administration Support
Assist with HR and recruitment processes, including arranging interviews and preparing paperwork
Contribute to project management and administrative tasks as required
Ensure smooth running of practice events such as staff training days, Patient Participation Group meetings, and social events
Deputise for the Practice Manager when needed
Communication
Develop internal communications to ensure staff are informed of developments
Attend staff meetings and deliver training where required
Support patient communication and engagement, identifying ways to improve interaction and satisfaction
Patient Support
Job description
Job responsibilities
The post holder will:
Demonstrate an understanding of health services and a passion for improving lives and healthcare
Support the GP Partners and Practice Manager in ensuring the smooth running of the practice
Act as a member of the surgery management team with delegated responsibility for day-to-day operations
Ensure effective processing of administrative work and liaise with teams to achieve local and national targets
Admin & Secretarial Team
Oversee the medical administration and secretarial team, providing leadership and clarity of roles
Manage day-to-day HR including staff development, recruitment, training, reviews, annual leave, and absence management
Ensure sufficient staff coverage at all times and address issues as they arise with support from the wider management team
Clinical (Non-GP) Team
Provide HR administration support for the Lead Nurse, including timely completion of reviews
Manage room bookings, holiday rotas, and ensure clinics are set up correctly
Add new staff members onto the system and support smooth integration
Site Management
Act as a point of contact for staff onsite, responding to issues and supporting with IT queries
Accept deliveries and visitors, ensuring smooth day-to-day site operations
Oversee and audit cleaning, security, and maintenance of the site
Work with administrators to ensure appointment functionality across GPs, clinical staff, and reception/admin teams
IT System Management
Maintain strong knowledge of SystmOne, SystmConnect, Abtrace, WebV, Microsoft 365
Ensure compliance with data protection and Caldicott guidelines
Train and support staff in IT systems and keep abreast of changes
Practice Manager Administration Support
Assist with HR and recruitment processes, including arranging interviews and preparing paperwork
Contribute to project management and administrative tasks as required
Ensure smooth running of practice events such as staff training days, Patient Participation Group meetings, and social events
Deputise for the Practice Manager when needed
Communication
Develop internal communications to ensure staff are informed of developments
Attend staff meetings and deliver training where required
Support patient communication and engagement, identifying ways to improve interaction and satisfaction
Patient Support
Person Specification
Experience
Essential
- Experience of working in a GP Practice
- Experience of working in a management or supervisory role
- Experience of using and supporting others to use IT system
- Experience and advanced knowledge of SystmOne
- Understanding of HR processes and admin required
- Experience of working in a multi-disciplinary team, including staff across different age and experience groups
Desirable
- Experience of project management and delivery
Qualifications
Essential
- GCSE Grade AC in English and Maths
- Experience of working in General Practice
Desirable
- Higher Education qualification
- Management qualification or experience in management within primary care
- Understanding of clinical requirements and policy for NHS staff
- Clean drivers licence and access to a vehicle
Attitude and Character
Essential
- Ability to lead and manage a team
- Excellent communicator both spoken and written
- To be committed to quality and continuous improvement and the development of patient care, through improving performance and better utilisation of resources available
- A team player, friendly and approachable, and able to communicate well with colleagues and staff and be a positive role model and influence on the team. To be considerate of others' requirements and champion equality and diversity within the practice
- A positive can-do attitude
- Able to manage risk and prioritise tasks well
- Respond to a fast-paced working environment and be able to lead within the practice framework and culture
- To be able to spot and highlight potential mistakes or risks before they become a problem
- To provide solutions to problems and implement changes.
- To be able to follow up with required paperwork and amendments to policy
- To be able to bring positive challenge to staff in order to provide clarity, performance improvement and overall staff job satisfaction
- To support the implementation of staff initiatives to promote wellbeing and team building
- To be able to provide and interpret performance reports and respond accordingly
- Must be adaptable and comfortable dealing with changing priorities
- To be able to manage a busy schedule, but also to realise limitations and manage own resilience when workload is heavy
- To be able to remain calm in event of an emergency and respond well to support patient and staff safety under the guidance of the practice leadership team
Desirable
- Understanding of clinical requirements and policy for NHS staff
Person Specification
Experience
Essential
- Experience of working in a GP Practice
- Experience of working in a management or supervisory role
- Experience of using and supporting others to use IT system
- Experience and advanced knowledge of SystmOne
- Understanding of HR processes and admin required
- Experience of working in a multi-disciplinary team, including staff across different age and experience groups
Desirable
- Experience of project management and delivery
Qualifications
Essential
- GCSE Grade AC in English and Maths
- Experience of working in General Practice
Desirable
- Higher Education qualification
- Management qualification or experience in management within primary care
- Understanding of clinical requirements and policy for NHS staff
- Clean drivers licence and access to a vehicle
Attitude and Character
Essential
- Ability to lead and manage a team
- Excellent communicator both spoken and written
- To be committed to quality and continuous improvement and the development of patient care, through improving performance and better utilisation of resources available
- A team player, friendly and approachable, and able to communicate well with colleagues and staff and be a positive role model and influence on the team. To be considerate of others' requirements and champion equality and diversity within the practice
- A positive can-do attitude
- Able to manage risk and prioritise tasks well
- Respond to a fast-paced working environment and be able to lead within the practice framework and culture
- To be able to spot and highlight potential mistakes or risks before they become a problem
- To provide solutions to problems and implement changes.
- To be able to follow up with required paperwork and amendments to policy
- To be able to bring positive challenge to staff in order to provide clarity, performance improvement and overall staff job satisfaction
- To support the implementation of staff initiatives to promote wellbeing and team building
- To be able to provide and interpret performance reports and respond accordingly
- Must be adaptable and comfortable dealing with changing priorities
- To be able to manage a busy schedule, but also to realise limitations and manage own resilience when workload is heavy
- To be able to remain calm in event of an emergency and respond well to support patient and staff safety under the guidance of the practice leadership team
Desirable
- Understanding of clinical requirements and policy for NHS staff
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.
