Job summary
An exciting opportunity for a pro-active and pragmatic professional to join our vibrant, friendly, and forward-thinking Practice for a fixed-term of 12 months (Maternity Cover).
The successful candidate will be an integral part of the Management Team and will be responsible for providing administrative support to the Business Manager, Lead Practice Nurse and Lead Clinical Pharmacist. The post-holder will be accountable for a range of key administrative functions that support the smooth running of the Practice, and will contribute to the maintenance and continuous improvement of operational standards.
This role would suit someone who is a quick learner, proactive, able to work independently using their own initiative, and takes pride in delivering high-quality work with strong attention to detail. The ideal candidate will be organised, reliable, and adaptable, with excellent communication skills and the ability to manage competing priorities in a busy environment. They will also demonstrate a strong commitment to maintaining confidentiality and handling sensitive information with discretion.
The post-holder will work closely with, and under the direction of, the Business Manager, and provide additional support to the wider Management & practice team.
Main duties of the job
- Provide general administrative support to line managers
- Manage daily diaries, post, routine admin, and information requests
- Cover key duties (e.g. payroll) during management absence
- Communicate professionally with patients, NHS contacts, and external organisations
- Attend and contribute to management and training meetings
- Organise staff training sessions and external courses as required
- Maintain policies, procedures, and regulatory compliance (e.g. CQC)
- Monitor mandatory training compliance and send update report to line managers
- Provide admin support for all recruitment campaigns/processes. Maintain staff records and complete professional registration checks
- Prepare and submit annual compliance returns/workforce data
- Pro-actively review and obtain quotes for practice contracts and renewals
- Maintain disaster contingency plans
- Provide admin support for bid writing, reports, and contract submissions
- Record patient complaints and diarise responses
- Organise and ensure all mandatory checks are carried out covering health & safety, infection control, and risk assessments. Ensure building maintenance, servicing, and compliance checks are completed in a timely manner
- Liaise with external agencies on safety, waste, and environmental standards
- Act as a confidential contact for staff concerns
- Contribute to service improvement and team effectiveness
- Participate in appraisal and ongoing professional development
This list is not exhaustive. Please view the attached job description for more detail.
About us
Boughton Health Centre is a large, well-established practice located in the beautiful and historic city of Chester. We are a supportive, high-performing practice situated in a purpose-built GP building, with over 13,200 patients. You will work alongside a large Practice Team comprising of 4 GP Partners, 6 Salaried GPs, 2 Advanced Nurse Practitioners, a Paramedic, 4 Practice Nurses, 2 HCAs and a Clinical Pharmacy team supported by a well-structured Management Team.
Job description
Job responsibilities
The following are the core responsibilities of the Exec Administrator role. There may be on occasion, a requirement to conduct other tasks; this will be dependent upon factors such as workload and staffing levels.
- Pro-actively provide general administrative support to the Business Manager, Nurse
Manager and Lead Clinical Pharmacist roles such as booking training courses, day to day
information gathering, routine admin, diary, and postal items.
- Become involved with key aspects of the Business Managers workload and be able
to respond to information requests and updates as necessary. Have the ability to carry out key tasks using designed process maps in the event of absences.
- Professionally communicate with patients, NHS/ICB/ICP contacts, other health
professionals and external organisation/contacts, both in person and verbally
via telephone/MS Teams.
- Attend and pro-actively contribute to regular management meetings and training
meetings.
- Arrange half-day training subjects, including arranging external sources.
- Control peripheral software packages, running updates, reports, and associated
administration, including invoicing and liaison with debtors, monitoring and
control of cheques and cash, and the payment of invoices as/when required.
- Responsible for maintaining and updating CQC policies/procedures documents on
the shared drive and ensuring CQC compliance in the key areas are maintained. Disseminate
updates to all Practice Staff with any changes via verbal and e-mail updates.
- Support the OM/DOM/Practice Nurse Lead with the organisation of external
training and ensure that all Clinicians/Administrators are compliant with
mandatory training (e.g., Safeguarding Children/Adults, Information Governance
etc). Escalate to OM/BM/Practice Nurse Lead the details of any team members who
are non-compliant.
- Carry out any contractual checks for Clinical Team such as GMC, Performers List
and NMC records. Responsible for maintaining accurate personnel and practice
records.
- Pro-actively devise/create and maintain process maps to cover all core practice
tasks.
- Responsible for the admin aspects of recruitment campaigns, clinical and
non-clinical roles. Organise applications and interview paperwork. Ensure DBS
checks are carried out on all new employees (including those who change job
role) and all recruitment paperwork is received and filed correctly.
- Lead and support with all practice compliance submissions required (K041b,
e-Dec, workforce data).
- Manage, monitor, and update all contract renewals for the Practice. Obtain (where
applicable) minimum of three comparative quotes prior to the renewal date,
prepare the information along with recommendations to present in the most
appropriate meeting forum by the Ops or Business Manager.
- Responsible for reviewing the Disaster Contingency Plan at regular intervals
and ad-hoc should any contact details change.
- Provide admin support for all bid writing, costs benefit analysis and contract
submissions.
- Responsible for the recording of all patient complaints to ensure an
appropriate and timely response is actioned. Draft acknowledgement/response
letters as required and ensure all practice records are maintained accurately.
- Upload SEAs to LFPSE in the Secretary's absence.
- Car Park Co-coordinator - liaise with the Practice staff and residents.
- Support H+S and IPC Leads with general admin support. Co-ordinate and arrange
all risk assessments or IPC audits as required.
- Stay informed and keep up to date with health and safety guidelines to ensure
that the BHC operates within these standards. Always observe health and safety
guidelines and ensure all staff comply with legislation relating to health and
safety.
- Provide support to the H+S Lead/s to develop, implement, and maintain files and
reports with various compliance agencies outside of the Practice (Health &
Safety, Fire, COSHH, Legionella, Confidential waste, medical waste etc.)
- Responsible for building maintenance, testing, repairs, and servicing are in
line with legislative and insurance requirements. Ensure adequate cleaning,
maintenance, safety, fire prevention and security of the premises are
maintained. Liaise with the IPC Lead in the updating of infection control
protocols/policies and ensuring the COSHH audit is updated on a yearly basis by
the current cleaning company.
- Serve as a confidential point of contact for employees to communicate with
management and line managers to seek clarification on issues or report
irregularities
- Contribute to the effectiveness of the team by reflecting on own and team
activities and making suggestions on ways to improve and enhance the teams
performance.
- 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
- To be aware of the practice
safeguarding protocols and your responsibilities, to attend regular training
and to escalate any concerns to the relevant GP Lead/Line Manager.
In addition to
the primary responsibilities, the Exec Administrator may be requested to:
- Deputise for other management team staff
members during periods of absence
- Coordinate and produce meeting agendas and
record the minutes of meetings (in secretaries absence).
- Assist care co-ordinator with various campaign
tasks, including production of high-quality social media content.
Job description
Job responsibilities
The following are the core responsibilities of the Exec Administrator role. There may be on occasion, a requirement to conduct other tasks; this will be dependent upon factors such as workload and staffing levels.
- Pro-actively provide general administrative support to the Business Manager, Nurse
Manager and Lead Clinical Pharmacist roles such as booking training courses, day to day
information gathering, routine admin, diary, and postal items.
- Become involved with key aspects of the Business Managers workload and be able
to respond to information requests and updates as necessary. Have the ability to carry out key tasks using designed process maps in the event of absences.
- Professionally communicate with patients, NHS/ICB/ICP contacts, other health
professionals and external organisation/contacts, both in person and verbally
via telephone/MS Teams.
- Attend and pro-actively contribute to regular management meetings and training
meetings.
- Arrange half-day training subjects, including arranging external sources.
- Control peripheral software packages, running updates, reports, and associated
administration, including invoicing and liaison with debtors, monitoring and
control of cheques and cash, and the payment of invoices as/when required.
- Responsible for maintaining and updating CQC policies/procedures documents on
the shared drive and ensuring CQC compliance in the key areas are maintained. Disseminate
updates to all Practice Staff with any changes via verbal and e-mail updates.
- Support the OM/DOM/Practice Nurse Lead with the organisation of external
training and ensure that all Clinicians/Administrators are compliant with
mandatory training (e.g., Safeguarding Children/Adults, Information Governance
etc). Escalate to OM/BM/Practice Nurse Lead the details of any team members who
are non-compliant.
- Carry out any contractual checks for Clinical Team such as GMC, Performers List
and NMC records. Responsible for maintaining accurate personnel and practice
records.
- Pro-actively devise/create and maintain process maps to cover all core practice
tasks.
- Responsible for the admin aspects of recruitment campaigns, clinical and
non-clinical roles. Organise applications and interview paperwork. Ensure DBS
checks are carried out on all new employees (including those who change job
role) and all recruitment paperwork is received and filed correctly.
- Lead and support with all practice compliance submissions required (K041b,
e-Dec, workforce data).
- Manage, monitor, and update all contract renewals for the Practice. Obtain (where
applicable) minimum of three comparative quotes prior to the renewal date,
prepare the information along with recommendations to present in the most
appropriate meeting forum by the Ops or Business Manager.
- Responsible for reviewing the Disaster Contingency Plan at regular intervals
and ad-hoc should any contact details change.
- Provide admin support for all bid writing, costs benefit analysis and contract
submissions.
- Responsible for the recording of all patient complaints to ensure an
appropriate and timely response is actioned. Draft acknowledgement/response
letters as required and ensure all practice records are maintained accurately.
- Upload SEAs to LFPSE in the Secretary's absence.
- Car Park Co-coordinator - liaise with the Practice staff and residents.
- Support H+S and IPC Leads with general admin support. Co-ordinate and arrange
all risk assessments or IPC audits as required.
- Stay informed and keep up to date with health and safety guidelines to ensure
that the BHC operates within these standards. Always observe health and safety
guidelines and ensure all staff comply with legislation relating to health and
safety.
- Provide support to the H+S Lead/s to develop, implement, and maintain files and
reports with various compliance agencies outside of the Practice (Health &
Safety, Fire, COSHH, Legionella, Confidential waste, medical waste etc.)
- Responsible for building maintenance, testing, repairs, and servicing are in
line with legislative and insurance requirements. Ensure adequate cleaning,
maintenance, safety, fire prevention and security of the premises are
maintained. Liaise with the IPC Lead in the updating of infection control
protocols/policies and ensuring the COSHH audit is updated on a yearly basis by
the current cleaning company.
- Serve as a confidential point of contact for employees to communicate with
management and line managers to seek clarification on issues or report
irregularities
- Contribute to the effectiveness of the team by reflecting on own and team
activities and making suggestions on ways to improve and enhance the teams
performance.
- 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
- To be aware of the practice
safeguarding protocols and your responsibilities, to attend regular training
and to escalate any concerns to the relevant GP Lead/Line Manager.
In addition to
the primary responsibilities, the Exec Administrator may be requested to:
- Deputise for other management team staff
members during periods of absence
- Coordinate and produce meeting agendas and
record the minutes of meetings (in secretaries absence).
- Assist care co-ordinator with various campaign
tasks, including production of high-quality social media content.
Person Specification
Experience
Essential
- A sound knowledge of General Practice
Desirable
- Experience in a similar role providing administrative support to directors or senior managers
Qualifications
Essential
- Educated to GCSE level or above
Desirable
- Administrator Qualification (NVQ or equivalent)
Personal Competencies
Essential
- Discretion & trustworthiness
- Adaptability & flexibility
- Strong interpersonal skills
- Proactivity & Initiative
- Works well independently and within a team
Skills & Attributes
Essential
- Excellent written communication skills.
- Excellent verbal communication and telephone skills.
- Confidence in communicating with a range of stakeholders (internally & externally).
- Excellent IT skills, including the advanced use of Microsoft Word, Excel, Outlook and PowerPoint and other systems.
- Ability to focus of detail, ensuring a high standard of quality and accuracy.
- Ability to work well under pressure ensuring continuing high standards of work are met.
- Ability to work independently, and demonstrate pro-activity and initiative.
- Excellent time management and organisational skills with the ability to manage multiple ongoing tasks simultaneously and work to deadlines.
Person Specification
Experience
Essential
- A sound knowledge of General Practice
Desirable
- Experience in a similar role providing administrative support to directors or senior managers
Qualifications
Essential
- Educated to GCSE level or above
Desirable
- Administrator Qualification (NVQ or equivalent)
Personal Competencies
Essential
- Discretion & trustworthiness
- Adaptability & flexibility
- Strong interpersonal skills
- Proactivity & Initiative
- Works well independently and within a team
Skills & Attributes
Essential
- Excellent written communication skills.
- Excellent verbal communication and telephone skills.
- Confidence in communicating with a range of stakeholders (internally & externally).
- Excellent IT skills, including the advanced use of Microsoft Word, Excel, Outlook and PowerPoint and other systems.
- Ability to focus of detail, ensuring a high standard of quality and accuracy.
- Ability to work well under pressure ensuring continuing high standards of work are met.
- Ability to work independently, and demonstrate pro-activity and initiative.
- Excellent time management and organisational skills with the ability to manage multiple ongoing tasks simultaneously and work to deadlines.
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.
