Overview
An exciting opportunity is available for an experienced administrator to join our busy Primary Care Surgery in a new Senior Admin role. This position will support the Practice Manager and wider Management Team, providing leadership within the administrative function. The Senior Administrator will provide high-level administrative and organisational support to the Practice Manager, ensuring the smooth and efficient running of the practice. The role involves leading on key areas of administration, supporting NHS compliance, supervising staff where delegated, and contributing to service improvement initiatives.
Main Duties
* To provide day-to-day administrative support to the Practice Manager, including correspondence and document preparation.
* Ensure practice policies, procedures and protocols are maintained, up to date and accessible.
* Assist in preparing reports, audits and returns for NHS England, ICB, CQC and other regulatory bodies.
* Support the Management team with workforce planning, rotas and staffing cover.
* Monitor practice contracts, service level agreements and supplier arrangements including all premises annual maintenance visits.
* Assist with basic financial administration such as processing invoices and supporting budget tracking.
* Assist in the preparation and coordination of CQC inspections, clinical governance and quality improvement programmes.
* Oversee the recruitment and selection of staff including contracts of employment and job descriptions.
* Utilise external agency support to ensure employment law compliance for disciplinary and dismissal processes, and seek legal advice where necessary in discussion with the Executive Manager and Partners.
* Ensure staff are informed of changes, maintain good communication at all times, and foster positive employee/employer relationships.
* Responsibility for appropriate paperwork checks for doctors/staff including DBS and occupational health checks.
* Ensure staff have the appropriate level of training to carry out their roles effectively.
* Responsible for information governance in conjunction with Caldicott GP Partner.
* Ensure that all clinical and non-clinical equipment is serviced regularly and all statutory testing within the practice is carried out.
* To understand the use of the appointments system.
* To ensure compliance with GDPR in conjunction with the Management team.
Operational Responsibilities
* Assist Management team with the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
* Ensure all staff have the appropriate level of training to enable them to carry out their roles and responsibilities effectively.
* Responsibility for information governance in conjunction with Caldicott GP Partner.
* Co-ordinating the procurement of practice equipment, supplies and services.
* Responsible for ensuring that all clinical and non-clinical equipment is serviced regularly and all statutory testing within the practice is carried out.
* Responsible for ensuring service contracts are in place and reviewed.
* Management of estates and facilities including health and safety and risk assessments.
Strategic Management and Planning
* Work closely with Practice Manager and appropriate team members to ensure the practice meets all quality indicators and targets (including Quality and Outcome Framework and Care Quality Commission).
* Develop and maintain effective communication within the practice and with external agencies.
Information Management
* Understand the use of the appointments system.
* Identify IT training needs and develop the use of the Xero financial software.
* Ensure GDPR compliance in collaboration with the Management team.
* Ensure DSP toolkit requirements are met.
* Oversee the practice’s digital presence and communications via the website, social media and SMS technology.
* Handle the practice response to online feedback (e.g., NHS Choices and Google reviews) as appropriate.
Health and Safety
* Identify risks in work activities and manage them to minimise risk; report potential risks identified.
Equality and Diversity
* Support the equity, diversity and rights of patients, carers and colleagues, in line with practice policies and current legislation.
* Respect privacy, dignity, needs and beliefs of patients, carers and colleagues; behave in a welcoming, non-judgmental manner.
Personal Development
* Undertake mandatory and statutory training, core skills training and ongoing development.
* Maintain quality within the practice and alert management to quality or risk issues.
* Manage own time, workload and resources effectively; participate in the practice appraisal scheme; attend required education and meetings.
* Recognise and understand the roles and responsibilities of the whole primary care health team; stay up to date with healthcare information and policy changes.
Details
Date posted: 02 September 2025
Pay scheme: Other
Salary: £28,407 to £34,581 a year
Contract: Permanent
Working pattern: Full-time
Reference number: A3747-25-0000
Job locations: Bybrook, Kennington, Ashford, TN24 9JZ
Qualifications
Essential
* Good standard of education to include Maths and English (A-C or equivalent)
Desirable
* Supervisory Qualification or experience
* Information Technology qualification
* Educated to A level standard
Disclosure
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure to the Disclosure and Barring Service may be required.
Employer details
New Hayesbank Surgery
Address: Bybrook, Kennington, Ashford, TN24 9JZ
Website: https://www.hayesbankmedical.com/
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