Job responsibilities
Overview
The Abingdon Surgery is committed to delivering professional, personalised, and high-quality healthcare services.
We are seeking an experienced and enthusiastic Manager to join our support team and help improve the efficiency and quality of our practice.
The Business Administration Manager is responsible for driving operational excellence, ensuring data quality, optimising business processes and income, and supporting staff development withing the admin team. This role plays a key part in achieving performance targets, enhancing patient outcomes, managing technology-related processes, and deputising for colleagues when required.
This role requires a high level of organisation, attention to detail, and strong interpersonal skills.
KEY RESPONSIBILITIES
Business Performance and Data Quality
- Line manages the admin team including those responsible for data quality and achieving the QoF financial recovery targets, providing guidance and training to optimise searches, maximise income, track progress, and avoid loss or wastage.
- Supports the Practice Manager in the management of the Primary Care Network PCN, including ensuring PCN claims and finances are managed effectively and well understood.
- Produce regular performance reports, ensuring accuracy for QoF, IIF, Locally Commissioned Services, and Enhanced Services claims. Set out these reports as agreed with the Practice Manager.
- Oversee methods of data entry, ensuring templates and protocols are up-to-date and aligned with best practice.
- Develop and implement robust systems for data validation, performing regular quality checks and audits.
- Guide and brief clinical stakeholders on performance levels, advising on actions to achieve and maintain high standards in clinical outcomes and quality indicators
- Monitor and oversee the business key performance indicators which are monitored by the admin team
Operational Support and Leadership
- Provide leadership and guidance to staff, ensuring adherence to policies, procedures, CQC compliance and best practice.
- Lead with positivity, energy, and enthusiasm, supporting the admin team by promoting a collaborative team culture.
- Deputises for the Practice Manager, Operations Manager, and/or the Patient Services Manager when required to maintain seamless practice operations.
- Work with external contractors and system providers to optimise searches and ensure data-driven decision-making.
- Design, implement, and monitor key business processes, embedding protocols and workflows into daily operations.
Staffing and Personal Development
- Act as a role model, demonstrating professional standards and promoting a culture of excellence within the practice.
- Support the development and performance of the admin team, conducting regular one-to-one meetings, appraisals, and providing constructive feedback, including PCN staff embedded within the team.
- Encourage staff development through ongoing training, including mandatory, statutory, and skills-based training.
- Assess personal learning needs and take responsibility for continuous professional development.
- Participate in team meetings, contributing ideas to improve team performance and patient care.
- Manage time, workload, and resources effectively while supporting a high-performance team culture.
Compliance and Continuous Improvement
- Support the Practice Manager in the review and development of practice policies and procedures to ensure compliance with CQC regulations and quality standards.
- Work with external stakeholders, clinicians, and staff to design and implement new workflows and process improvements.
- Identify risks on the risk register, contributing to solutions and improvements to reduce operational risks.
- Actively promote patient online services to enhance access and engagement.
Technology and Data Security
- Lead on implementation of new technologies as specified by the Practice Manager.
- Ensure that any suspected or actual breach of IT security is promptly reported to the Practice Manager and investigated as required.
- Develop and implement new technologies and systems to optimise productivity, reduce waste, and enhance operational efficiency.
- Participate in quarterly data protection meetings to review concerns and ensure compliance with data protection standards.
- Collaborate with the Practice Manager and Information Governance Lead GP to agree on actions and updates to policies and procedures as a result of findings from IT audits or investigations.
Key Requirements
- Lead and manage searches, audits, and reporting processes on clinical systems to support performance monitoring.
- Analytical and able to manipulate and summarise large data sets into simple information. Highly financially literate.
- Deliver accurate performance data to meet practice objectives e.g. QoF, IIF, and Enhanced Services.
- Provide leadership to the team, ensuring staff are trained, engaged, and motivated.
- Deputise for colleagues when required, ensuring continuity of operations.
- Drive a culture of continuous learning, quality improvement, and professional development across the team.
- Ensure IT systems are secure, compliant with regulations, and optimally supporting practice operations.
ADDITIONAL DUTIES
- Attend team meetings and contribute to the practice's 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.
QUALIFICATIONS AND SKILLS
- Proven experience in business performance management, data analysis, and management roles.
- Strong knowledge of clinical systems ideally clinical systems e.g. EMIS, Docman and experience managing searches, audits, and performance reporting.
- Experience with IT security protocols, data protection, and compliance with NHS regulations.
- Excellent leadership and communication skills, with experience line managing staff and fostering a high-performing team.
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.
This role is an excellent opportunity for someone with primary care experience to progress their career while making a significant impact on patient care and practice performance.
To apply: Please send your CV and covering letter to
Nick Regaard at bobicb-ox.practicemanager@nhs.net
