Lead Admin Assistant

Job description

Job responsibilities

Key Responsibilities

Clinical Administration & Compliance

Ensure compliance with GP contractual requirements QoF, IIF, LES DES.

Monitor and report on performance metrics to meet contractual targets.

Use Ardens Manager to drive business performance

Utilise Ardens Case Finders to enhance practice prevalence within QoF registers.

Support our second lead Admin assistant to optimise the call/recall systems for routine, seasonal, and project-based work.

Prepare and submit audits, data reports, and claims for enhanced services and QoF targets.

Undertake other administrative and reporting activities as directed by the Practice Manager or Management team.

Team Support & Training

Assist the Business Manager with process documentation and staff training.

Develop and maintain clinical templates and protocols for optimal system use.

Ensure that old templates and protocols are appropriately archived

Provide technical support to colleagues and foster a collaborative work environment.

Data Quality Management

Oversee data quality and ensure accurate coding in patient records.

Conduct audits and searches to support clinical and contractual targets.

Maintain compliance with data protection regulations and information governance policies.

Support the Business Manager to ensure that data sharing agreements and data protection impact assessments are optimised

Process Improvement & Innovation

Plan, document, and lead regular quarterly meetings to review workflows and objectives

Drive improvements in patient care by supporting change projects and health campaigns, including immunisations.

Identify and act on areas for data quality improvement in collaboration with clinical teams.

Stakeholder Engagement

Liaise with internal teams GPs, nurses, admin staff and external stakeholders PCSE, PCN, patients.

Act as a subject matter expert and key contact for NHSE, local authorities, and external service providers.

Skills & Experience Required

Strong knowledge of GP contractual frameworks QoF, IIF, LES/DES.

Proficiency in clinical coding, audits, and data analysis.

Ability to extract, manipulate and simplify complex data sets for interpretation by other colleagues

Excellent organisational and interpersonal skills with attention to detail.

Experience in training and supporting staff in clinical administration processes.

Familiarity with information governance, GDPR, and CQC standards.

Scope of Role

The Lead Admin Assistant will work closely with the Business Manager, Practice Manager, Operations Manager and clinical teams to maintain high standards of care and practice efficiency. The role requires flexibility, adaptability, and a commitment to the surgery's vision and values. Support the Business Manager as required.

Key Relationships:

Internal: GPs, nurses, admin team, Practice Manager, Business Manager, Admin Manager, Patient Services Manager.

External: Patients, PCSE, Ardens, NHSE, solicitors, coroners office, PCN Partners.

Additional Duties

Attend team meetings and contribute to the practices strategic goals.

Act as a point of contact during absences of senior admin staff.

Support the practices compliance with CQC standards and other regulatory requirements.

Responsibilities

Adherence to policies Help the practice to ensure that policies and procedures are up to date and consistent with agreed best practice as defined by local and national guidelines.

Information governance Provide advice and training on the recording and coding of safeguarding relevant information within the electronic patient record.

All staff must complete annual information governance training. If you have and NHS email account this can be completed on-line, otherwise you must attend a classroom session. For further details go to the Information Governance intranet site. (Blue Stream E-learning)

Safeguarding assurance Support the practice in achieving CQC compliance with respect to the safeguarding of staff and patients.

Training To train new staff on policies and procedures where required.

Equality and Diversity To always conduct their responsibilities in line with Equal Opportunities Policy and Procedure

Professional development The post holder will participate in any training programme implemented by the practice as part of this employment

Risk Management The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment. Staff will be provided with the necessary education, training, and support to enable them to meet this responsibility.

Staff should be familiar with the:

Core practice policies

Complaints policy

Major incident policy

Fire policy

and should make themselves familiar with the local response plan and their role within that response.

Health and Safety The post holder is responsible for ensuring that all duties and responsibilities of this post are conducted in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Practice Policies and Procedures. This will be supported by the provision of training and specialist advice where required.

Safeguarding Children and Vulnerable Adults The practice is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any harm when they are vulnerable. The post holder will always endeavour to uphold the rights of children and young people in accordance with the UN convention Rights of a Child.

Person Specification

Qualifications

Essential

• Criteria
• GCSE 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.

Desirable

• Degree educated
• Positive and proactive attitude towards identifying and implementing improvements.
• Experience of working in the health or care sector.
• Experience of direct contact with patients/service users and their carers or families.
• Experience of working within a multi-professional team.
• Experience of coordinating meetings.
• 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).
• Experience of auditing and preparing reports to meet contractual obligations (e.g., QoF, LES/DES).
• Knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
• Familiarity with Ardens Manager and Case Finders.
• Creation of reports using Microsoft Word.
• Presenting information using Microsoft PowerPoint.
• Displaying numerical or graphical information using Microsoft Excel.
• Auditing adherence of colleagues to organisational policies and procedures.
• 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 clinical 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).

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

The Abingdon Surgery

Address

65 Stert Street

Abingdon

Oxfordshire

OX14 3LB

Employer's website

https://www.abingdonsurgery.com/ (Opens in a new tab)