About this role
Job summary
We are looking for an enthusiastic and highly organised Management Assistant to join our friendly GP practice team. This is a new and developing role, offering an exciting opportunity for the right candidate. You will work closely with the Practice Manager and external NHS organisations, providing comprehensive administrative and organisational support to help ensure the smooth and efficient running of the practice.
Main duties of the job
The role has four main areas, for full details please refer to the job description.
Patient Engagement - updating and engaging our patients through a variety of routes, Facebook the Practice Website and Newsletters and the Patient Group.
Additional Services Management - Manage and provide administrative support to run the additional services including arranging appointments, managing queries and processing invoices.
Governance and Compliance - this includes maintenance of the CQC policy schedule. Plus supporting the complaints management process.
Practice Administration - Monitoring and investigating our Did Not Attend policy. Developing practice surveys and feedback analysis. Providing administration support for end of year processess.
About us
Approx 13k patients
Strong focus on excellent patient care , reflected in positive feedback
Good CQC rating and consistently high QOF achievement
5 GP partners, 2 salaried GPs, and experienced nursing, management and admin teams
Training practice for GP registrars and nursing students
Supportive, team based culture with opportunities for development in all roles
Active member of the Melton, Syston and Vale PCN , benefiting from collaborative working
What we offer
NHS Pension Scheme
27 days annual leave plus bank holidays (pro rata), rising with service
Onsite parking
Job description Job responsibilities
Primary Responsibilities
Governance & Compliance
Maintain the practice policy review schedule, ensuring policies and procedures remain current and compliant.
Compile and maintain CQC evidence to support inspections and regulatory requirements.
Provide administrative support for audits, quality improvement initiatives and service development projects.
Monitor action plans arising from inspections, audits and significant events, ensuring agreed actions are completed within required timescales.
Maintain risk registers and support the identification, assessment and management of organisational risks.
Assist with the administration of significant events, including accurate recording, tracking and follow-up.
Support the complaints process by logging concerns, acknowledging receipt, monitoring progress and drafting responses, ensuring they are issued within agreed timescales.
NHS Additional Services Management
Manage patient enquiries and provide administrative support for consultant-led and third-party services.
Coordinate the setup and ongoing maintenance of clinics within SystmOne.
Arrange patient appointments, maintain waiting lists and ensure patient information is accurate and up to date.
Process invoices, remittances and activity records in accordance with contractual requirements.
Liaise with external NHS organisations regarding activity submissions, reporting requirements and payments.
Patient Engagement
Manage and regularly update the practice Facebook page with informative, engaging and patient-focused content.
Maintain the practice website, ensuring information is accurate, accessible and kept up to date.
Promote NHS campaigns, health promotion initiatives and practice news through a variety of communication channels.
Produce quarterly patient newsletters and other communication materials to support patient engagement.
Provide administrative support to the Patient Participation Group (PPG), including meeting coordination, agenda preparation and minute taking where required.
Coordinate patient surveys and feedback initiatives, helping to improve patient experience and engagement.
Practice Administration
Monitor and investigate Did Not Attend (DNA) reports, identifying trends and supporting clinicians in reducing non-attendance.
Identify frequent attenders and work with clinical teams to support appropriate care planning.
Support the NHS Friends & Family Test process, including data entry, analysis and CQRS submissions.
Collate, analyse and submit activity data to NHS systems as required.
Assist with patient surveys, feedback analysis and the production of reports to support continuous improvement.
Provide general administrative support to ensure the smooth and efficient delivery of services, including end of year processes
Person Specification
Knowledge and Skills Essential
Ability to work as a team member and autonomously Excellent oral and written communication skills; able to engage effectively Analytical person with the ability to process information accurately and effectively, interpreting data as required Ability to use own initiative, discretion, and sensitivity Excellent time management skills, capable of prioritising and managing competing demands and workloads. Discretion in the handling of sensitive and confidential information. Demonstrate personal accountability, emotional resilience and work well under pressure
Desirable
Excellent interpersonal skills, able to build professional and personal credibility to gain the support of colleagues and external organisations.
Other Requirements Essential
Disclosure Barring Service (DBS) check Occupational Health clearance Legal right to work in the UK.
Qualifications Essential
5 GCSE passes including Maths and English at Grade C/4 or above. Management or supervisory qualification or equivalent experience.
Experience Essential
Practical experience in a busy primary care environment, supporting both clinical and administrative teams. Of developing strong communication and organisational skills while working within a multidisciplinary team. Familiar with NHS systems, CQC and health & safety requirements. Clinical IT system user skills preferably SystmOne
Desirable
Use of clinical reporting systems such as 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 County Practice
Address Syston Health Centre
1130 Melton Road
Syston
Leicestershire
LE7 2EQ
United Kingdom
Employer's website https://www.countypracticesyston.nhs.uk/ (Opens in a new tab)