Job summary
We're looking for a full time Operations and Administration Lead to
join our friendly team at Waterloo House Surgery in Millom. This is a new role within the practice.
You'll need to have excellent communication and organisation skills as you will be working closely with clinicians, reception teams and the practice manager. You'll be working as part of our fabulous
administration team. We pride ourselves on being friendly, helpful and having a can do approach and we are looking for someone like-minded to join us. We're caring,
inclusive, and a great bunch to work with.
Closing date: 11 September 2025
Interview date: TBC
WHEN APPLYING FOR THIS ROLE, PLEASE INCLUDE YOUR MOBILE
NUMBER ON YOUR APPLICATION SO WE CAN CONTACT YOU IF NEEDED. PLEASE ALSO CHECK
YOUR SPAM OR JUNK FOLDER REGULARLY AS EMAILS FROM US MAY OCCASIONALLY BE
FILTERED THERE.
We encourage
you to apply as early as possible as this job may close earlier than the
advertised closing date once enough applications have been received
Please note
that we are unable to offer an Employer Sponsored Visa for this role.
Main duties of the job
The post holder will be responsible for the efficient running of Medication and Admin process as well as supporting the smooth running of Waterloo House Surgery. The role will include deputising for the Practice Manager when required. The role will lead on medicines management processes within the practice to ensure safe and efficient prescribing is implemented. This role is pivotal in overseeing daily operations, managing administrative processes, coordinating staff, and ensuring compliance with healthcare regulations. All staff are expected to work to Cumbria Health Values:
Clinically focused - Everything every one of us does is for the patient
Responsive - We listen, and we respond quickly in a patient focussed way
One Team - We work together to provide a high-quality service which is organised and consistent, and in partnership with both the local Acute and Community Trusts
High Standards - We provide skilled professionals working to the highest standards who are passionate about improving patient care
Growth & Sustainability - With our strong roots we will continue to thrive and grow
Communities - Connecting and engaging to meet local needs
About us
Cumbria Health on Call - CH places the patient, their family and their community at the heart of everything we do. We are an award-winning organisation, the first out-of-hours organisation in the country to be rated as outstanding by the Care Quality Commission (CQC).
We provide primary health care services, both in and out of hours, across Cumbria. We are values-driven and place great emphasis on inclusivity and the wellbeing and development of our staff, while striving to provide a consistently high-quality service. Our service is designed to improve health and wellbeing.
Working for CH can offer flexible opportunities in terms of location, hours and working patterns so you can enjoy a great work life balance. In order to provide the best patient care we understand the importance of ensuring staff satisfaction and are consistently trying to ensure we offer our staff a positive working environment whether that be though training or social events.
Listen to your heart. Have the work life balance you'd love.
Job description
Job responsibilities
- Deputise for the Practice Manager in her absence
- Supervise and train practice staff dealing in all medicine management systems,
making best use of their skills for example prescription processing
- Work collaboratively with other practices to spread good practice and share
experiences
- Develop processes to promote modern efficient services, e.g. online ordering
and repeat dispensing
- Attend and disseminate within the practice learning and actions from the
monthly medicine management meetings, relevant courses, and training
events
- Oversee the medicine management audit processes at practice and ICB level
- Oversee the achievement of the Meds Management indicators alongside the
MOP, the Practice Pharmacists and the Medicines Manager, regularly
reporting progress to the Leadership Team and Clinical Meeting and agreeing
remedial action where required
- To oversee the administration of the practice on a day-to-day, including line
management of Administration, Secretarial, GP Assistants, Meds and Social
Prescribing teams
- To assist the Practice Manager in any new projects relating to medicine
management and administration, including developing SOPs and policies.
- Proficient user of EMIS and Microsoft Office Suite. Confident in picking up and
learning new IT software packages.
- Responsible for the achievement of the best possible outcomes from the end of
year submissions and thereby gain optimum remuneration available to the
practice for QOF, QIS, LES, DES, IIF and other performance indicators
- To oversee the booking and completion of Long-Term Condition process by
Birth month and updating and producing reports to the Leadership Team of
progress against indicators on a monthly basis and, where necessary,
formulating and presenting the recovery plan
- To oversee all workflow related processes such as Tasks, Referrals, Document
Management and Medication Management, ensuring that all are processed in
a timely manner and developing solutions to any identified issues
- To run audits and searches as part of a planned calendar and identify any
additional queries to support the practice needs
- Organisation of vaccination clinics to include monitoring and ordering of stock,
planning of appointment schedules, staffing rotas, oversee recall procedure of
eligible patients and ensure payment claims are made
- To ensure that income revenue is correctly logged and banked and reported
monthly to the Cumbria Health Finance team. Monitor income against work
produced
- Month end returns to HR and Payroll to include sickness, irregular hours and
expense claims
- Management of the Cumbria Health sickness policy to include return to work,
discussion of adjustments and where necessary following the Sickness Absence
Meeting Procedure for line managed staff
- Oversee holiday requests for all staff to ensure that there is enough cover across
the practice by following the holiday protocol
- Create a weekly rota for the Enhanced Access Clinics to ensure adequate
staffing as per agreed plan
- Organise, attend and minute quarterly PPG meetings and liaise and produce a
quarterly bulletin to advise patients on the work of the PPG
- Manage and investigate the local response for any AIs raised
- Safeguarding to be the point of contact for any safeguarding issues both
internally and from outside agencies, to ensure these are directed appropriately
and in a timely manner to the Safeguarding Lead. To attend any training and
meetings required. To check the NHS.net account daily for communications,
send out reminders to outside agencies regarding MDT meetings and record and
circulate meetings
- Palliative Care to ensure that regular meetings are held and minuted with the
clinical lead, district nurses and palliative care team and patients records are
updated in line with local policy. Ensure that advanced care planning is
completed and DNACPRs are up to date.
Job description
Job responsibilities
- Deputise for the Practice Manager in her absence
- Supervise and train practice staff dealing in all medicine management systems,
making best use of their skills for example prescription processing
- Work collaboratively with other practices to spread good practice and share
experiences
- Develop processes to promote modern efficient services, e.g. online ordering
and repeat dispensing
- Attend and disseminate within the practice learning and actions from the
monthly medicine management meetings, relevant courses, and training
events
- Oversee the medicine management audit processes at practice and ICB level
- Oversee the achievement of the Meds Management indicators alongside the
MOP, the Practice Pharmacists and the Medicines Manager, regularly
reporting progress to the Leadership Team and Clinical Meeting and agreeing
remedial action where required
- To oversee the administration of the practice on a day-to-day, including line
management of Administration, Secretarial, GP Assistants, Meds and Social
Prescribing teams
- To assist the Practice Manager in any new projects relating to medicine
management and administration, including developing SOPs and policies.
- Proficient user of EMIS and Microsoft Office Suite. Confident in picking up and
learning new IT software packages.
- Responsible for the achievement of the best possible outcomes from the end of
year submissions and thereby gain optimum remuneration available to the
practice for QOF, QIS, LES, DES, IIF and other performance indicators
- To oversee the booking and completion of Long-Term Condition process by
Birth month and updating and producing reports to the Leadership Team of
progress against indicators on a monthly basis and, where necessary,
formulating and presenting the recovery plan
- To oversee all workflow related processes such as Tasks, Referrals, Document
Management and Medication Management, ensuring that all are processed in
a timely manner and developing solutions to any identified issues
- To run audits and searches as part of a planned calendar and identify any
additional queries to support the practice needs
- Organisation of vaccination clinics to include monitoring and ordering of stock,
planning of appointment schedules, staffing rotas, oversee recall procedure of
eligible patients and ensure payment claims are made
- To ensure that income revenue is correctly logged and banked and reported
monthly to the Cumbria Health Finance team. Monitor income against work
produced
- Month end returns to HR and Payroll to include sickness, irregular hours and
expense claims
- Management of the Cumbria Health sickness policy to include return to work,
discussion of adjustments and where necessary following the Sickness Absence
Meeting Procedure for line managed staff
- Oversee holiday requests for all staff to ensure that there is enough cover across
the practice by following the holiday protocol
- Create a weekly rota for the Enhanced Access Clinics to ensure adequate
staffing as per agreed plan
- Organise, attend and minute quarterly PPG meetings and liaise and produce a
quarterly bulletin to advise patients on the work of the PPG
- Manage and investigate the local response for any AIs raised
- Safeguarding to be the point of contact for any safeguarding issues both
internally and from outside agencies, to ensure these are directed appropriately
and in a timely manner to the Safeguarding Lead. To attend any training and
meetings required. To check the NHS.net account daily for communications,
send out reminders to outside agencies regarding MDT meetings and record and
circulate meetings
- Palliative Care to ensure that regular meetings are held and minuted with the
clinical lead, district nurses and palliative care team and patients records are
updated in line with local policy. Ensure that advanced care planning is
completed and DNACPRs are up to date.
Person Specification
Experience
Essential
- Working knowledge of software programmes e.g Microsoft Office
- Knowledge of current issues within health/social care settings
- Experience of managing change
- Knowledge and understanding of Data Protection Act
- Reporting progress to a senior team and agreeing remedial action where required
- Manage and investigate the local response for any Adverse Incidents
- raised
- Organise, attend and minute regular meetings.
- Production of briefings to patients and staff, eg bulletins and meetings/forums to ensure continuous communication and engagement
- To run audits and searches
- Leading a project
- Reconciling income, understanding banking processes and optimising
- financial budgets
Desirable
- Experience of working with GP EMIS
- Experience of working in Primary Care
- Knowledge required to interrogate systems to provide sound performance management data (eg QOF, CQRS, IIF, and key performance indicators related APMS contracts )
Qualifications
Essential
- Management qualification to A level or equivalent
Desirable
- NVQ Business Administration Level 4 or above
Person Specification
Experience
Essential
- Working knowledge of software programmes e.g Microsoft Office
- Knowledge of current issues within health/social care settings
- Experience of managing change
- Knowledge and understanding of Data Protection Act
- Reporting progress to a senior team and agreeing remedial action where required
- Manage and investigate the local response for any Adverse Incidents
- raised
- Organise, attend and minute regular meetings.
- Production of briefings to patients and staff, eg bulletins and meetings/forums to ensure continuous communication and engagement
- To run audits and searches
- Leading a project
- Reconciling income, understanding banking processes and optimising
- financial budgets
Desirable
- Experience of working with GP EMIS
- Experience of working in Primary Care
- Knowledge required to interrogate systems to provide sound performance management data (eg QOF, CQRS, IIF, and key performance indicators related APMS contracts )
Qualifications
Essential
- Management qualification to A level or equivalent
Desirable
- NVQ Business Administration Level 4 or above
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.
