Practice Administrator
Job summary
As healthcare shifts closer to the community, High Street Surgery is evolving to meet the needs of our growing local population. To support our upcoming practice expansion plans, improve operational efficiency, and further support our dedicated team, we are thrilled to be increasing our workforce across both clinical and administrative roles. We are seeking a passionate and dynamic person to join us, someone who wants to support high-quality care and grow their career alongside a progressive, forward-thinking GP practice.
Main duties of the job
The role of the Practice Administrator is designed to assist the management team with the day-to-day administration of the practice. The primary focus is to support the delivery of key targets,QOF,vaccination programmes,CQC searches, and clinical coding. Providing administrative support practice-wide and spanning across multiple teams, the role ensures effective communication, seamless collaboration, and the delivery of a high-quality service to both the practice and its patients.
About us
High Street Surgery is a well-established, forward-thinking GP practice delivering high-quality care to a diverse patient population of approximately 12,000. We are a proud training practice, actively involved in the development of future GPs and healthcare professionals through our supportive, education-focused environment.
We are pleased to hold a Good rating from the Care Quality Commission (CQC), reflecting our commitment to safe, effective, and responsive care. This rating is a testament to our high standards and patient-first approach.
Our practice is built on a foundation of positive culture and teamwork. We promote an inclusive, respectful, and collaborative working environment where staff are supported, valued, and encouraged to grow professionally. Open communication, shared learning, and staff wellbeing are central to how we operate day to day. High Street Surgery employs 38 staff members including both clinical and non clinical.
With a wide range of services including chronic disease management, preventative care, minor surgery, and health promotion, The Surgery is dedicated to delivering compassionate, evidence-based care that meets the needs of our community.
Job description
Job responsibilities
DUTIES AND RESPONSIBILTIES
Maintain smear and recall registers.
Have an oversight of the baby immunisation achievement, encouraging parents to bring their child in for vaccinations within the required timeframe.
Keep databases up to date and relevant.
Support vaccination programs to achieve positive outcomes
Monitor and manage the CQC searches.
Support the Practice Manager and Deputy Practice Manager to keep policies and protocols up to date.
Ensure supplies of necessary refreshments/sundries are maintained. Practice shopping as required.
Support the Audit process
To monitor and review clinical coding in the practice.
To monitor and support the delivery of QOF, highlighting any areas of under achievement to the Practice Manager
To take meeting minutes as and when required
Support all IT requirements in the practice, liaising with external providers.
Support reception team and be able to undertake reception duties as required.
Support secretarial team and be able to undertake duties as required.
Take post to post office as required.
To execute any other duties that may be required under the remit of this role to support the needs of the business.
COMMUNICATION
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
DELIVERING A QUALITY SERVICE
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload and resources.
MANAGEMENT OF RISK
Manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients
Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines
Apply infection-control measures within the practice according to local and national guidelines
Advocate for policies that reduce environmental health risks, are culturally sensitive and increase access to health care for all
MANAGING INFORMATION
Use technology and appropriate software as an aid to management in planning, implementation and monitoring of care, presenting and communicating information
Review and process data using accurate Read codes in order to ensure easy and accurate information retrieval for monitoring and audit processes
Manage information searches using the internet and local library databases
Understand responsibility of self and others to the practice and primary care trust regarding the Freedom of Information Act
LEARNING AND DEVELOPMENT
Assess own learning needs and undertake learning as appropriate
Provide an educational role to patients, carers, families, and colleagues in an environment that facilitates learning
EQUALITY AND DIVERSITY
Identify patterns of discrimination and take action to overcome this and promote diversity and equality of opportunity
Enable others to promote equality and diversity in a non-discriminatory culture
Support people who need assistance in exercising their rights
Monitor and evaluate adherence to local chaperoning policies
Act as a role model in the observance of equality and diversity good practice
Accept the rights of individuals to choose their care providers, participate in care and refuse care
Assist patients from marginalised groups to access quality care
Undertake training required to meet the needs of the practice
Scope and Purpose of Job Description
The job description does not constitute a term and condition of employment. It is provided only as a guide to assist the employee in the performance of their job. The practice is a fast-moving organisation and therefore changes in employees duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the post holder.
Other Information:
General
The duties of this post are a guide to the range of responsibilities that may be required. These may change from time to time to meet the needs of the service and/or the development needs of the post holder. This job description will be revised regularly to take account of changes within the organisational structure and the practice business plan.
Other duties
The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before any variations to the job description are made.
Travel to other sites
The post holder may be required to travel.
Medical Examinations
All appointments are conditional upon prior health clearance by the practice.
Failure to provide continuing satisfactory evidence will be regarded as a breach of contract.
Professional Registration
Staff undertaking work which requires professional/state registration are responsible for ensuring that they are so registered and that they comply with any Codes of Conduct applicable to that profession. Proof of registration must be produced on appointment and, if renewable, proof of renewal must also be produced.
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.
Equal Opportunities
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 peoples 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.
Work Visa/ Permits/Leave to Remain
If you are a non-resident of the United Kingdom or European Economic Union, you are required to have a valid work visa and leave to remain in the UK, which is renewed as required. We offer Tier 2 sponsorship for the right candidate.
Code of Conduct
All staff are required to work in accordance with the code of conduct for their professional group (e.g., Nursing and Midwifery Council, Health Professions Council, General Medical Council, NHS Code of Conduct for Senior Managers).
Confidentiality
All information obtained during the post holders duties should be treated as strictly confidential. Any breach of confidence or disclosure of such information, without express permission, may lead to disciplinary action. The post holder has a responsibility to comply with the Data Protection Act 1998, Access to Health Records Act (1990) and Code of Practice on Confidentiality.
Health and Safety at Work
The post holder is required to take responsible care for the health and safety of him/herself and other persons who may be affected by his/her acts or omissions at work. The post holder is also required to ensure that statutory and practice safety regulations are adhered to.
Health and Safety at Work Act 1974
Infection control
It is the responsibility of all staff, whether clinical or non-clinical, to familiarise themselves with and adhere to current policy in relation to the prevention of the spread of infection.
Complaints
From time to time, complaints may occur, no matter how professional the approach of our staff. All complaints are investigated promptly, and the full co-operation of staff is required. The current guidelines amplify the above points with policies and procedures explained.
Clinical Governance and Risk management
The Practice believes everyone has a role to play in improving and contributing to the quality of care provided to our patients. As an employee of the practice, you are expected to take a proactive role in supporting the Practices clinical governance agenda by:
Taking part in activities for improving quality such as clinical audit
Identifying and managing risks through incident and near miss reporting and undertaking risk assessments
Following polices, guidelines and procedures
Maintaining continued professional development
Clinical staff making entries into patient health records are required to follow any Practice standards of record keeping
Information Quality Assurance
As an employee of the Practice, it is expected that you will take due diligence and care in regard to any information collected, recorded, processed, or handled by you during the course of your work and that such information is collected, recorded, processed and handled in compliance with Practice requirements and instructions.
Freedom of Information
The post holder should be aware of the responsibility placed on employees under the Freedom of
Information Act 2000 and is responsible for helping to ensure that the Practice complies with the Act when handling or dealing with any information relating to Practice activity.
Person Specification
Experience
- Experience handling confidential information and working within strict data protection guidelines.
- Experience managing competing deadlines, multi-tasking, and working under pressure.
- Proven experience working in a busy administrative, secretarial, or reception environment.
- Previous experience working within a General Practice (GP surgery), NHS setting, or healthcare environment.
- Experience using primary care clinical and administrative systems (SystmOne).
- Familiarity with NHS referral pathways (e.g., NHS e-Referral Service / e-RS) and QOF (Quality and Outcomes Framework) support
Qualifications
- Educated to GCSE level or equivalent
- Qualification in Customer Care
- Qualification in Business Administration
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
High Street Surgery
Address
High Street
Lowestoft
Suffolk
NR32 1JE
United Kingdom
Employer's website
https://highstreetsurgerylowestoft.nhs.uk/