About this role
Job summary
ABOUT THE ROLE
This position plays a key part in supporting the Practice Manager with the smooth, effective daytoday running of the practice. The post holder will lead key administrative operations, coordinate the workforce, oversee financial claims processes, and drive service improvement to ensure services remain highquality, safe, and efficient for patients.
Acting as a deputy to the Practice Manager when required, the role also involves serving as a professional role model and providing leadership to the wider administrative team.
Main duties of the job
KEY RESPONSIBILITIES
Support the smooth and efficient running ofthepractice, dynamically balancing competing priorities and adapting to workload and staffing pressures
Undertake and oversee administrative tasks as delegated by the Practice Manager and Lead GP
Support the coordination of staffing to meet service demand, including liaising with GPs and associated staff to ensure appropriate cover for enhanced access sessions
KEY REQUIREMENTS
A good standard of general education
Evidence of continuous professional development (CPD)
Experience working in a GP practice or NHS healthcare environment
Experience in an administrative or operational management role
About us
About us
PICS is the employer for this role. We collaborate with patients and partners to design and deliver clinically robust health and social care solution through Community Services, Out of Hospital Services, GP Practices, and Primary Care Networks. Find out more about us: http://picsnhs.org.uk/.
Benefits of working for PICS
We offer a comprehensive package which includes:
Access to the NEST Pension Scheme Alternative government-based scheme (subject to eligibility) Competitive leave entitlement that includes maternity, paternity and adoption leave, study leave allowance, and sickness provisions Access to education and training opportunities, depending on your role (CPPE Pharmacy, NHS England Roadmap for First Contact Practitioners, apprenticeship schemes, support professional development) Working in a multi-disciplinary team with support from a wide variety of professionals A flexible approach to a work-life balance Cycle to work scheme (subject to eligibility) Access to Blue Light Card scheme All staff events and conferences Staff engagement (Wellbeing Group, EDI Network, Staff Focus group) Free parking across many sites Personalised induction into the company and job role
Job description Job responsibilities
KEY RESPONSIBILITIES
Operational & Administrative Management
Support the smooth and efficient running of the practice, dynamically balancing competing priorities and adapting to workload and staffing pressures
Undertake and oversee administrative tasks as delegated by the Practice Manager and Lead GP
Ensure appropriate delegation of tasks to the most suitable team members or professionals
Contribute to continuous improvement in administrative processes, including increasing automation and the use of digital tools
Duties may vary in response to operational demands and service needs
Deputise for the Practice Manager in their absence, ensuring continuity of operations and decision-making
Finance and Claims Management
Manage Prescription Pricing Authority (PPA) claims, ensuring:
All claims are accurate and submitted to PCSE by the 5th of each month
All prescriptions are correctly processed and included
Regular review and updating of claimable drugs in collaboration with the Practice Nurse
Submit quarterly Local Enhanced Service (LES) claims accurately and on time
Support the Practice Manager in ensuring financial processes are efficient and compliant
Workforce Coordination and Leadership
Support the coordination of staffing to meet service demand, including liaising with GPs and associated staff to ensure appropriate cover for enhanced access sessions
Provide supervision and leadership to administrative and reception teams
Act as a positive role model, fostering a supportive, collaborative team culture
Support recruitment processes and lead on the induction of new staff
Promote ongoing staff development, including participation in learning and educational activities
Support staff development through training in clinical systems, data quality, and basic IT competencies
Patient Services
Ensure high-quality patient service delivery and experience
Support the handling and resolution of patient queries and complaints
Act as a point of escalation for complex administrative or service issues
Governance, Quality & Compliance (including confidentiality and information governance)
Support compliance with CQC standards and NHS contractual requirements
Assist with audits, data quality, and service improvement initiatives
Maintain awareness of confidentiality, information governance, and data protection regulations
Support the production of data and information for clinical audit and quality improvement activities, in collaboration with clinical leads and subgroups
Promote the effective maintenance and validation of disease registers, supporting staff to understand their importance in delivering high-quality patient care and meeting contractual requirements
Maintain strict confidentiality in relation to patient, staff, and organisational information at all times
Handle personal and sensitive data in accordance with data protection legislation (GDPR) and practice policies
Ensure information is only shared with authorised individuals on a need-to-know basis
Contribute to continuous quality improvement and risk management within the practice
Identify and escalate quality or safety concerns appropriately
Reflect on performance and contribute ideas to improve team effectiveness and service delivery
Work collaboratively with internal and external stakeholders to improve patient outcomes
Manage time and resources effectively to support service delivery
IT & Systems Development
Support the optimisation of clinical and administrative systems
Promote and implement improvements in digital working and automation
Ensure accuracy and efficiency in data handling and reporting
Identify and recommend system and infrastructure improvements, including hardware and software upgrades, to enhance efficiency and service delivery
Act as a liaison with external IT providers (e.g. ICB and NHS IT support services) to ensure timely resolution of system, hardware, and software issues
Provide training and ongoing support to staff in the effective use of clinical systems (e.g. EMIS/SystmOne), ensuring safe and efficient utilisation
Support staff in resolving basic IT issues, including PCs, printers, and common system problems, escalating where necessary
Promote and support adherence to data quality standards, ensuring staff understand and follow best practice in data entry and record management
Strategic & Organisational Support
Support delivery of practice objectives and service developments
Contribute to planning and implementation of new initiatives
Represent the practice in meetings where appropriate
Communication and Partnership Working
Communicate clearly and effectively with colleagues, patients, and carers, promoting a professional and supportive environment
Recognise and respond appropriately to individual communication needs, including those requiring alternative or accessible formats
Promote open, inclusive communication across the multidisciplinary team
General Responsibilities
Contribute to effective Health and Safety and Infection Control:
Promote and maintain a safe working environment in line with practice policies
Identify and manage risks within the workplace, reporting hazards promptly
Adhere to infection prevention and control procedures
Maintain a clean, safe, and organised working environment
Participate in mandatory health and safety and infection control training
Promote Equality, Diversity and Belonging by:
Treating patients, carers, and colleagues with dignity, respect, and fairness
Ensuring services are delivered in a non-discriminatory and inclusive manner
Additional general responsibilities:
Take responsibility for own professional development, maintaining up-to-date knowledge and skills
Participate in appraisal and development review processes
Support the learning and development of others within the team
Adhere to health and safety and organisational policies
Take a proactive approach to continually improving the effectiveness and efficiency of the role and wider practice operations
Undertake any other duties appropriate to the role, as reasonably required by the Practice Manager or Lead GP
Job description review: This job description may be reviewed periodically in consultation with the post holder to ensure it reflects the evolving needs of the service
Person Specification
Experience Essential
Please provide detailed information of how you feel that your experience is suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.
Qualifications Essential
Please provide details of your CPD, using examples where necessary.
Knowledge and skills Essential
Please provide detailed information of how you feel that your knowledge and skills are suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.
Personal Qualities Essential
Please provide details for why you would be a great fit for this role and why you have decided to apply.
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 Primary Integrated Community Services
Address Hama Medical Centre
11A Nottingham Road
Kimberley
Nottinghamshire
NG16 2NB
United Kingdom
Employer's website http://picsnhs.org.uk/ (Opens in a new tab)