We are excited to introduce a newly created Business Support Administrator role, designed to provide dedicated support to our Practice Manager and play a key part in the continued development of our practice.
This is a varied and rewarding opportunity for an organised, proactive and motivated individual who is passionate about delivering high-quality healthcare services behind the scenes. Working at the heart of the practice, you will help drive operational excellence, support governance and compliance activities, coordinate important patient programmes such as NHS Health Checks, and contribute to service improvement initiatives that make a real difference to our patients and staff.
The role offers a unique opportunity to work across multiple areas of the practice, including communications, website and social media management, performance reporting, health and safety, meeting coordination and operational support. You will work closely with the Practice Manager, helping to ensure the practice continues to deliver safe, effective and patient-centred care.
This position would suit someone who enjoys variety, thrives in a fast-paced environment and is looking to develop their career within primary care while making a meaningful contribution to the success and future growth of the practice.
Main duties of the job
Provide administrative, operational and governance support to the Practice Manager, helping to ensure the efficient running of the practice. Key duties include coordinating NHS Health Checks and patient recall programmes, maintaining the practice website and communications, supporting governance, compliance and Health & Safety activities, preparing reports and meeting documentation, and assisting with rota coordination. The role also supports quality improvement projects, data collection, audits and performance monitoring. Working closely with the Practice Manager and wider team, the postholder will contribute to the delivery of safe, effective and patient-centred services while supporting the ongoing development of the practice.
About us
We are a well respected Practice with approximately 14,000 patients, using EMIS Web. Focusing on patient centred care, our team of 8 GPs, 4 Nurse Practitioners, 6 Treatment Room Nurses is supported by our experienced team of administrators.
This role would suit a friendly individual with excellent communication and interpersonal skills, who enjoys building positive relationships with both patients and colleagues. The successful candidate will be confident engaging with people at all levels, able to work collaboratively as part of a team, and committed to providing excellent support in a busy primary care environment.
Job responsibilities
Job Purpose
The Business Support Administrator will provide comprehensive administrative, operational and governance support to the Practice Manager, helping to ensure the efficient delivery of practice services and achievement of contractual, quality and organisational objectives.
Key Responsibilities
Business and Operational Support
* Provide day-to-day administrative support to the Practice Manager.
* Assist with the coordination and delivery of practice projects and service improvement initiatives.
* Support the monitoring of practice performance against contractual and quality targets.
* Produce reports and data to support operational decision-making and service planning at the request of the Practice Manager.
* Liaise with external organisations including the PCN, ICB, NHS England and other stakeholders as required.
NHS Health Checks and Patient Programmes
* Take responsibility for coordinating the NHS Health Check programme.
* Identify eligible patients, manage invitations and recalls, and monitor uptake and performance.
* Produce reports relating to NHS Health Checks and other preventative health initiatives.
* Support the coordination of patient recall programmes and health promotion campaigns.
Communications, Website and Social Media
* Maintain and update the practice website, ensuring information is accurate, current and compliant with NHS guidance and practice policies.
* Coordinate and publish practice communications, including news updates, patient information and service announcements.
* Manage routine social media activity (where applicable), ensuring posts are professional, accurate and aligned with practice messaging.
* Work with clinical and administrative staff to gather content for updates, campaigns and patient information.
* Support communication of public health campaigns, seasonal messaging and practice initiatives.
* Monitor and update digital content to ensure consistency across all platforms.
Health & Safety
* Support the Practice Manager in maintaining compliance with Health & Safety legislation and practice policies.
* Assist with the coordination and review of Health & Safety risk assessments across the practice.
* Maintain Health & Safety records, including training logs, incident reports and compliance documentation.
* Support the investigation and documentation of incidents, accidents and near misses, ensuring appropriate escalation and follow-up actions.
* Assist in monitoring mandatory training compliance related to Health & Safety requirements.
* Help ensure a safe working environment for staff, patients and visitors by promoting awareness of Health & Safety procedures and reporting concerns appropriately.
Governance and Compliance
* Support the Practice Manager in the coordination and maintenance of governance systems and CQC compliance, including policies, audits, action plans and regulatory evidence.
* Assist with the preparation and collation of evidence for CQC inspections and other regulatory requirements.
* Support the review, implementation and maintenance of practice policies, procedures and risk assessments.
* Coordinate audits and quality improvement activities.
* Assist with the investigation and administration of patient complaints and significant events.
Meetings and Administration
* Prepare agendas, supporting papers and reports for multi-disciplinary, patient forum and staff meetings.
* Attend meetings, including patient forum to accurately record minutes and actions.
* Maintain action logs and monitor progress against agreed actions.
* Draft correspondence, reports and communications as requested by the Practice Manager.
* Support the organisation and administration of practice meetings and events.
Rota Coordination and Cover Support
* Support the Practice Manager and HR Coordinator in overseeing the clinical rotas to ensure appropriate staffing levels and safe service delivery.
* Assist HR Coordinator in identifying potential gaps in the rota and escalating these promptly to the Practice Manager.
* Assist in maintaining up-to-date rota records and help ensure changes are accurately reflected and communicated to relevant staff.
* Support the coordination of locum cover where required, with final approval and booking of locums remaining the responsibility of the Practice Manager.
Performance and Reporting
* Assist in producing routine and ad hoc reports using EMIS and other practice systems.
* Assist with monitoring contractual requirements, enhanced services and key performance indicators.
* Support data collection exercises, audits and service evaluations.
General Responsibilities
* Maintain strict confidentiality and comply with GDPR and information governance requirements.
* Work collaboratively with all members of the practice team.
* Participate in training and development activities as required.
* Undertake any other duties appropriate to the role as requested by the Practice Manager.
Person Specification
* Previous experience working within General Practice.
* Excellent organisational and administrative skills.
* Experience of preparing agendas, taking minutes and monitoring actions.
* Strong IT skills, including Microsoft Office and practice clinical systems.
* Excellent written and verbal communication skills.
* Ability to prioritise workload and manage multiple tasks effectively.
* Ability to work independently and use initiative.
* Experience using EMIS Web.
* Knowledge of NHS Health Checks, patient recall systems and primary care performance targets.
* Understanding of CQC requirements and governance processes.
* Experience supporting audits, quality improvement projects or service development initiatives.
* Experience producing reports and analysing data.
Person Specification
Qualifications
* Previous experience working within General Practice.
* GCSEs (or equivalent) at Grade C/4 or above in English and Mathematics.
* Good standard of general education.
* Excellent organisational and administrative skills.
* Experience of preparing agendas, taking minutes and monitoring actions.
* Excellent written and verbal communication skills.
* Ability to prioritise workload and manage multiple tasks effectively.
* Ability to work independently and use initiative.
* Friendly, sociable and approachable with excellent communication and interpersonal skills.
* Enjoys building positive relationships with both patients and colleagues.
* Experience using EMIS Web.
* Knowledge of NHS Health Checks and patient recall systems.
* Understanding of CQC requirements and governance processes.
* Experience supporting audits, quality improvement projects or service development initiatives.
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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