IT & Premises Lead

Job summary

We are looking for an organised, proactive and practical IT & Premises Lead to join our GP practice and take responsibility for the day-to-day coordination of our IT systems, premises and associated compliance activities.

Main duties of the job

This is a varied role that will suit someone who enjoys solving problems, supporting colleagues and ensuring that the practice environment, systems and processes run safely and effectively.

You will work closely with the Business Manager, clinical and administrative teams, external IT providers and other contractors, acting as a key point of contact for IT and premises-related matters.

About us

Woodcote Medical is a well-established suburban practice with approx. 18,000 patients across two locations in Purley and Coulsdon. Our multidisciplinary team includes GPs, Clinical Pharmacists, ANPs, a Paramedic, Nurses, HCAs, First Contact Physios, and a large administrative and patient services team.

What we offer

A varied and important role within a friendly GP practice
The opportunity to develop and take ownership of IT, premises and compliance responsibilities
Support and training to develop your knowledge and skills.

Job description

Job responsibilities

IT & Digital Systems

You will take responsibility for the day-to-day administration and support of the practice's IT systems, including:

Managing the IT aspects of staff and student onboarding and offboarding, including setting up and removing access to systems
Setting up, managing and troubleshooting NHS Smartcards and NHSmail accounts, including liaising with relevant support services where required
Providing day-to-day support for the practice's clinical and operational systems, including Medicus and Anima
Setting up and administering TeamNet and Practice Index accounts and access
Providing administrative and non-clinical support for Clinical Safety Management, helping to ensure appropriate processes and documentation are maintained
Acting as a first point of contact for staff IT queries and escalating technical issues to the appropriate IT support provider when necessary
Keeping appropriate records of IT issues, access, equipment and actions taken
Supporting the practice with IT-related policies, procedures and compliance requirements
Helping staff make effective use of practice IT systems and providing basic guidance where appropriate.

Reporting & Data

The role will also involve producing and reviewing regular practice reports and audits, including:

Telephone activity and performance data
Appointment and appointment utilisation data
Other operational reports required by the practice leadership team
Supporting the practice in using data to monitor performance and identify areas for improvement.

Premises, Health & Safety & Compliance

You will also take responsibility for coordinating the practice's premises and non-clinical compliance requirements, including:

Carrying out and recording regular fire safety checks and ensuring relevant actions are followed up
Coordinating Legionella checks and monitoring in line with practice requirements
Undertaking regular health & safety checks throughout the premises
Coordinating and maintaining appropriate risk assessments, ensuring these are reviewed and updated when required
Maintaining records of premises-related checks, inspections, servicing and annual compliance requirements
Monitoring premises and equipment issues and working with contractors, suppliers or other relevant organisations to help resolve problems
Reporting significant premises, equipment or health & safety concerns to the Business Manager and supporting appropriate follow-up
Providing non-clinical support for infection prevention and control, including helping to monitor relevant premises, cleaning, equipment and environmental requirements
Supporting the practice in maintaining a safe, clean and appropriate environment for patients, visitors and staff.

About you

We are looking for someone who is:

Highly organised and able to manage a varied workload and competing priorities
Proactive, practical and confident in identifying problems and finding solutions
Comfortable working independently while knowing when to seek advice or escalate an issue
IT confident, with the ability to learn and manage a range of different systems
Able to communicate effectively with staff, external IT providers, contractors and other organisations
Methodical and conscientious, with good attention to detail and record keeping
Confident in carrying out checks, maintaining compliance records and following up outstanding actions
Able to handle confidential and sensitive information appropriately
Comfortable working in a healthcare environment and supporting both clinical and non-clinical colleagues
Willing to develop their knowledge of NHS and primary care systems and requirements.

Person Specification

Experience

Essential

Experience of working within a GP practice, NHS or other healthcare setting

Desirable

Primary care clinical and administrative systems
Premises management and health & safety
Fire safety, Legionella monitoring and risk assessments
Infection prevention and control requirements
Producing and interpreting operational reports.

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

Woodcote Medical

Address

Woodcote Medical

32 Foxley Lane

Purley

Surrey

CR8 3EE

United Kingdom

Employer's website

https://www.woodcotemedical.nhs.uk/

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