The Abingdon Surgery is committed to delivering professional, personalised, and high-quality healthcare services.
We are seeking an experienced and enthusiastic administrator to join our support team and help improve the efficiency and quality of our practice.
The Lead Admin Assistant will play a pivotal role in ensuring the smooth running of clinical administration, meeting our contractual obligations, and supporting innovation and improvement across a range of admin processes and projects.
This role requires a high level of organisation, attention to detail, and strong interpersonal skills
Main duties of the job
Key Responsibilities
Clinical Administration & Compliance
Ensure compliance with GP contractual obligations (QoF, IIF, LES/DES).
Monitor performance metrics and support business optimisation using Ardens tools.
Prepare audits, data reports, and claims for enhanced services and targets.
Collaborate with the lead admin team to support seasonal and project-based activities.
Team Support & Training
Assist with documenting administrative processes and delivering staff training.
Maintain and update clinical templates and protocols, providing technical support to colleagues.
Data Quality Management
Oversee data accuracy and coding in patient records.
Conduct audits and ensure compliance with data protection and information governance standards.
Support the Business Manager with data sharing agreements and impact assessments.
Process Improvement & Innovation
Lead quarterly workflow review meetings.
Drive service improvements and support health campaigns and change initiatives.
Identify opportunities for data quality and patient care improvements.
Stakeholder Engagement
Liaise with internal teams and external stakeholders including PCSE, PCN, NHS(E), and local authorities.
Serve as a subject matter expert and primary contact for external service providers.
About us
TheAbingdon Surgery, based in Oxfordshire is looking for a lead admin assistant to join our friendly team.
Abingdon-on-Thamesis a historic market town set on the river. It has excellent schools, transportlinks and good local amenities. Oxfords cultural highlights are only twentyminutes away.
As one ofthe highest-rated surgeries in South Oxfordshire, our surgery strives toprovide a high-quality service to patients and staff.
The successfulcandidate will want to join a team who is passionate about innovation, healthand wellbeing, equality and sharing workload fairly.
We offerhigh-quality patient-centred care, whilst fostering a collaborative andsupportive environment for all GPs and staff.
Job responsibilities
Key Responsibilities
Clinical Administration & Compliance
* Ensurecompliance with GP contractual requirements (QoF, IIF, LES/DES).
* Monitorand report on performance metrics to meet contractual targets.
* UseArdens Manager to drive business performance
* UtiliseArdens Case Finders to enhance practice prevalence within QoF registers.
* Buddy upwith our second lead admin assistant to optimise outcomes for routine,seasonal, and project-based work.
* Prepareand submit audits, data reports, and claims for enhanced services and QoFtargets.
* Undertakeother administrative and reporting activities as directed by the PracticeManager or Management team.
Team Support & Training
* Assistthe Administration Manager with process documentation and staff training.
* Developand maintain clinical templates and protocols for optimal system use.
* Ensurethat old templates and protocols are appropriately archived
* Providetechnical support to colleagues and foster a collaborative workenvironment.
Data Quality Management
* Overseedata quality and ensure accurate coding in patient records.
* Conductaudits and searches to support clinical and contractual targets.
* Maintaincompliance with data protection regulations and information governancepolicies.
* Supportthe Business Manager to ensure that data sharing agreements and dataprotection impact assessments are optimised
Process Improvement & Innovation
* Plan,document, and lead regular quarterly meetings to review workflows andobjectives
* Driveimprovements in patient care by supporting change projects and healthcampaigns, including immunisations.
* Identifyand act on areas for data quality improvement in collaboration withclinical teams.
Stakeholder Engagement
* Liaisewith internal teams (GPs, nurses, admin staff) and external stakeholders(PCSE, PCN, patients).
* Act asa subject matter expert and key contact for NHS(E), local authorities, andexternal service providers.
Skills & Experience Required
* Strongknowledge of GP contractual frameworks (QoF, IIF, LES/DES).
* Proficiencyin clinical coding, audits, and data analysis.
* Abilityto extract, manipulate and simplify complex data sets for interpretationby other colleagues
* Excellentorganisational and interpersonal skills with attention to detail.
* Experiencein training and supporting staff in clinical administration processes.
* Familiaritywith information governance, GDPR, and CQC standards.
Scope of Role
The LeadAdmin Assistant will work closely with the Administration Manager, PracticeManager, Operations Manager and clinical teams to maintain high standards ofcare and practice efficiency.
You will beexpected to deputise for and swap roles with the second lead admin assistant toensure you build knowledge and capability across all aspects of the lead adminrole.
The rolerequires flexibility, adaptability, and a commitment to the surgery's visionand values. Support the Business Manager as required.
KeyRelationships:
* Internal:GPs, nurses, admin team, Practice Manager, Business Manager, AdminManager, Patient Services Manager, Lead Admin.
* External:Patients, PCSE, Ardens, NHS(E), solicitors, coroners office, PCNPartners.
Additional Duties
* Attendteam meetings and contribute to the practices strategic goals.
* Act asa point of contact during absences of senior admin staff.
* Supportthe practices compliance with CQC standards and other regulatoryrequirements.
Person Specification
Qualifications
* Five GCSEs including grade A to C in English and Maths
* Good interpersonal skills.
* Good organisational skills planning and prioritisation.
* Good team worker.
* Shows high ethical integrity understands confidentiality.
* Respectful of diversity and the different life choices made by individuals.
* Personalised approach to the needs of individuals.
* Shows attention to detail when required.
* Understands the importance of compliance with best practice care pathways.
* Ability to recognise and work within limits of competence and seek advice when needed.
* Commitment to working with people who are disadvantaged by adverse circumstances.
* Strong interest in safeguarding.
* Flexible and adaptable, with a willingness to support change projects and innovation.
* Commitment to improving the efficiency and quality of administrative processes.
* Positive and proactive attitude towards identifying and implementing improvements.
* Experience of direct contact with patients/service users and their carers or families or equivalent customer service experience.
* Experience of or skills to coordinate meetings.
* Experience of auditing and preparing reports to meet contractual obligations (e.g., QoF, LES/DES).
* Creation of reports using Microsoft Word.
* Displaying numerical or graphical information using Microsoft Excel.
* Displays the ability to write technical queries or undertake basic coding
* Creating a chronology of events from a health or care record based on a protocol.
* Identifying risk factors from a clinical or care record based on a protocol.
* Ability to extract, manipulate, and simplify complex data sets for interpretation by others.
* Knowledge of data protection regulations and information governance.
* Skills in developing templates and protocols to optimise system usage.
* Proficiency in planning and documenting workflows and objectives.
* Meets DBS reference standards and criminal record checks.
* Access to own transport and ability to travel across the locality on a regular basis.
* Appropriate emotional resilience given the nature of the role.
* Able to use a keyboard and VDU for sustained periods as required by the role.
* Willingness to attend team meetings and support strategic goals of the practice.
* Familiarity with NHS systems and external stakeholders (e.g., PCSE, PCN, Ardens).
* Experience of working in the health or care sector.
* Experience of working within a multi-professional team.
* Experience of introducing and training on the use of new procedures and protocols.
* Experience of using electronic health or care records.
* Experience of working in Primary Care.
* Experience of clinical terminology and coding.
* Experience of working with EMIS and Docman.
* Experience of safeguarding in any capacity (work or voluntary).
* Knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
* Familiarity with Ardens Manager and Case Finders.
* Auditing adherence of colleagues to organisational policies and procedures.
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.
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