Practice Administrator

Job description

Job responsibilities

Job Title: Practice Administrator

Accountable to: All Partners at the Practice

Responsible to: Practice Business Manager

Hours of work: 37.5 hours per week

Renumeration: Depending on experience

Contract length: Permanent

Location: Lister Medical Centre Abercrombie Way, Harlow, Essex CM18 6YJ

JOB PURPOSE

To support the Senior Management Team in the day -to-day running of the practice by overseeing administrative functions, ensuring efficient service delivery, maintaining high standards of patient care and confidentiality as well as the selection and implementation of software programs and hardware resources.

MAIN DUTIES OF THE JOB

• Maintain and update practice policies, support audits and compliance, manage meeting logistics, and ensure clinical templates are current.
• Organise trainee schedules, facilitate inductions, monitor attendance and leave, and support feedback processes.
• Monitor workflow/tasks, contributing to initiatives that enhance patient access and experience.
• Ensure accurate clinical coding and data entry, run and analyse searches for QOF and enhanced services, and support reporting and claims processes in liaison with finance.

ABOUT US

Lister Medical Centre is based in Harlow, Essex.

We are a well established, friendly teaching practice, and our dedicated team includes 8 GPs, 4 Emergency Care Practitioners, 3 Practice Nurses, 2 Nursing Associates, 2 Physician Associate, 4 HCAs and 17 admin/support staff. We have been providing a full range of GP services for over 30 years and have a patient list size of over 21,000 patients.

As a teaching practice, we have Foundation Doctors and Students from Cambridge University based with us.

We are situated in a purpose-built health centre close to local amenities.

Please note that we are unable to offer sponsorship.

JOB DESCRIPTION

Administrative:

• Maintain and update practice policies and procedures.
• support the Senior Management Team with audits, compliance and reporting.
• To ensure Clinical system letter and referral form templates are updated as and when required.
• Organise and minute internal meetings, including clinical governance, staff briefings and team meetings.
• Monitor stock levels and liaise with suppliers.
• Maintain training logs and trackers.
• Monitor TeamNet and shared email inboxes.
• Monitor and action SystmOne tasks.

Placement Coordinator:

• Organise and maintain placement schedules for students, Foundation and Specialty Trainees, ensuring alignment with training requirements and clinical capacity.
• Facilitate induction processes for incoming trainees, including access to systems, orientation, and introduction to practice policies and teams.
• Collect feedback from trainees and supervisors and coordinate documentation and timelines.

Patient Services:

• Monitor workflow/tasks to improve efficiency.
• Support initiatives to improve patient experience and access.
• Collate AccuRx feedback.

IT and Data Management:

• Ensure accurate data entry and clinical coding.
• Support the use of clinical systems, SystmOne.
• Assist with data extraction for QOF, audits and reporting.
• Analyse data with regard to ensuring correct Read codes being used. Refine searches and data entry templates/protocols to maximise income from QOF and enhanced services and to ensure patient safety.
• Run searches and complete reports as required:

1. Enhanced services (monthly/quarterly/annually) and transferring data to relevant spread sheets and/or uploading to CQRS/Inform/other websites for payment.
2. QOF: to track progress and prioritise indicators for maximum return for effort.
3. Ad hoc searches on SystmOne for info re specific issues.
4. Maintain and run monthly enhanced service searches and report outcomes to relevant leads, to enable maximum claims at quarter end. In liaison with Finance Administrator.
5. Ensure enhanced service returns are completed and returned to NHS England/ICB in timely manner and payment for same is forthcoming. (Collate smoking cessation return, check and action childhood immunisation reports) In liaison with Finance Administrator.

• Support laptop setup

Note: Duties will vary according to the demands on the practice as agreed by Practice Management Team.

Training and Professional Development:

• Maintain continued mandatory and statutory training requirements.
• To take appropriate action in relation to any feedback around care/performance in relation to improving practice needs.
• Take responsibility for own learning and identify Professional Development opportunities.
• Excellent communication skills.
• Apply practice policies, standards and guidance.

Quality:

• The post holder will contribute to maintaining/improving patient care as appropriate.
• The post holder will contribute to audit as requested by the Partners of the Health Care Centre.
• Manage workload, resources and own time effectively in order to support effective and high quality patient care.
• On identification of any patient/non patient related incident escalate appropriately and complete relevant reporting tool.

Health & Safety:

The post-holder will implement and lead on a full range of promotion and management of their own and others' health and safety and infection control as defined in the practice health & safety policy, the practice health& safety manual, and the practice infection control and published procedures. This will include (but will be limited to):

• Using personal security systems within the workplace according to practice guidelines.
• Management and maintenance of Personal Protective Equipment (PPE) for the practice, Responsible for hand hygiene across the practice.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across clinical and patient process.
• Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient areas generally clean, sterile, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers.

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 practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients. carers and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

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, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

THE ABOVE DUTIES AND RESPONSIBILITIES ARE INTENDED TO REPRESENT CURRENT PRIORITIES AND ARE NOT MEANT TO BE AN EXHAUSTIVE LIST. THE POST HOLDER MAY FROM TIME TO TIME BE ASKED TO UNDERTAKE OTHER DUTIES AND RESPONSIBILITIES. ANY CHANGES TO THIS JOB DESCRIPTION THAT TAKE ACCOUNT OF CHANGING SERVICE NEEDS WILL BE MADE IN DISCUSSION WITH THE POST HOLDER.

Person Specification

Skills and Abilities

Essential

• Fully experienced with SystmOne reporting and auditing.
• Keep up to date with latest technology trends.

Desirable

• Website Development

Other

Essential

• Willingness to attend training as deemed necessary.
• To adhere to the practice core values and to ensure patients, colleagues and other partners are treated with dignity and respect.
• To display compassion and empathy for patients putting them at the centre of their care.

Experience

Essential

• Experience in a healthcare or administrative setting.
• Strong coordination, communication, and organisational skills.
• Proficient in Microsoft Office.
• Proficient in AccuRx and SystmOne clinical systems.
• Strong Excel/data handling for QOF, CQRS, and reporting.
• Attention to detail in coding and template management.
• Ability to manage multiple tasks and work under pressure.
• Advanced communication skills.
• Improving operational efficiency.

Qualifications

Essential

• Educated to a good standard of general education, with a minimum of GCSE Grade C in English and Maths, or equivalent.
• Level 3 in Business/Admin

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

Lister Medical Centre

Address

Lister Health Centre Unit 1

Abercrombie Way

Harlow

Essex

CM18 6YJ

Employer's website

https://www.listermedicalcentre.com (Opens in a new tab)