About this role
Job summary
We are looking for an enthusiastic, organised and proactive Practice Administrator to join our friendly and supportive team on a full-time maternity cover contract.
This is an excellent opportunity for an individual who thrives in a busy and fast-paced environment and is passionate about delivering high-quality administrative support within primary care.
As a key member of our practice team, you will support the Senior Management Team in the day-to-day running of the practice by overseeing administrative functions, maintaining high standards of patient care, ensuring effective service delivery and implementation of software programs and hardware resources.
Main duties of the job
- Maintain and update practice policies, support audits and compliance, manage meeting logistics, and ensure clinical templates are current.
- Monitor workflow/tasks, contributing to initiatives that enhance patient access and experience.
- Organise and minute internal meetings, including clinical governance, staff briefings and team meetings.
-Organise and maintain placement schedules for students, foundation and Specialty Trainees, ensuring alignment with training requirements and clinical capacity.
- Assist with data extraction for QOF, audits and reporting.
-Monitor stock levels and liaise with suppliers.
About us
Lister Medical Centre is based in Harlow, Essex.
We are a well-established, friendly teaching practice, and our dedicated team includes 10 GPs, 4 Emergency Care Practitioners, 3 Practice Nurses, 2 Nursing Associates, 2 Physician Associate, 4 HCAs and 17 admin/support staff. We have been providing a full range of GP services for over 30 years and have a patient list size of over 21,000 patients.
As a teaching practice, we have Foundation Doctors and Students from Cambridge University based with us.
We are situated in a purpose-built health centre close to local amenities.
Please note that we are unable to offer sponsorship.
Job description Job responsibilities
JOB DESCRIPTION
JOB TITLE Practice Administrator
ACCOUNTABLE TO All Partners at the Practice
RESPONSIBLE TO Practice Business Manager
HOURS OF WORK 37.5 hours per week
RENUMERATION Depending on experience
CONTRACT LENGTH Fixed Term - 1 year
LOCATION Lister Medical Centre, Abercrombie Way, Harlow, Essex CM18 6YJ
JOB PURPOSE
To support the Senior Management Team in the day-to-day running of the practice by overseeing administrative functions, ensuring efficient service delivery, maintaining high standards of patient care and confidentiality as well as the selection and implementation of software programs and hardware resources.
MAIN DUTIES OF THE JOB
Maintain and update practice policies, support audits and compliance, manage meeting logistics, and ensure clinical templates are current. Organise trainee schedules, facilitate inductions, monitor attendance and leave, and support feedback processes. Monitor workflow / tasks, contributing to initiatives that enhance patient access and experience. Ensure accurate clinical coding and data entry, run and analyse searches for QOF and enhanced services, and support reporting and claims processes in liaison with finance.
ABOUT US
Lister Medical Centre is based in Harlow, Essex.
We are a well-established, friendly teaching practice, and our dedicated team includes 10 GPs, 4 Emergency Care Practitioners, 3 Practice Nurses, 2 Nursing Associates, 2 Physician Associate, 4 HCAs and 17 admin/support staff. We have been providing a full range of GP services for over 30 years and have a patient list size of over 21,000 patients.
As a teaching practice, we have Foundation Doctors and Students from Cambridge University based with us.
We are situated in a purpose-built health centre close to local amenities.
JOB DESCRIPTION
Administrative
Maintain and update practice policies and procedures. Support the Senior Management Team with audits, compliance, and reporting. To ensure Clinical system letter and referral form templates are updated as and when required. Organise and minute internal meetings, including clinical governance, staff briefings, and team meetings. Monitor stock levels and liaise with suppliers Maintain training logs and trackers Monitor TeamsNet and shared email inboxes Monitor and action SystmOne tasks
Placement Coordinator
Organise and maintain placement schedules for students, Foundation and Specialty Trainees, ensuring alignment with training requirements and clinical capacity. Facilitate induction processes for incoming trainees, including access to systems, orientation, and introduction to practice policies and teams. Collect feedback from trainees and supervisors and coordinate documentation and timelines.
Patient Services
Monitor workflow / tasks to improve efficiency. Support initiatives to improve patient experience and access. Collate Accurx feedback
IT and Data Management
Ensure accurate data entry and clinical coding. Support the use of clinical systems, SystmOne Assist with data extraction for QOF, audits, and reporting. Analyse data with regard to ensuring correct Read codes being used. Refine searches and data entry templates/protocols to maximise income from QOF and enhanced services and to ensure patient safety. Run searches and complete reports as required: Enhanced services (monthly/quarterly/annually) and transferring data to relevant spread sheets and/or uploading to CQRS/Inform/other websites for payment. QOF: to track progress and prioritise indicators for maximum return for effort. Ad hoc searches on SystmOne for info re specific issues. Maintain and run monthly enhanced service searches and report outcomes to relevant leads, to enable maximum claims at quarter end. In liaison with Finance Administrator Ensure enhanced service returns are completed and returned to NHS England/ICB in timely manner and payment for same is forthcoming. (Collate smoking cessation return, check and action childhood immunisation reports) In liaison with Finance Administrator Support laptop setup
Note: Duties will vary according to the demands on the practice as agreed by Practice Management Team.
TRAINING AND PROFESSIONAL DEVELOPMENT:
Maintain continued mandatory and statutory training requirements To take appropriate action in relation to any feedback around care / performance in relation to improving practice needs.
Take responsibility for own learning and identify Professional Development opportunities
Excellent communication skills
Apply practice policies, standards and guidance.
QUALITY
The post holder will contribute to maintaining / improving patient care as appropriate
The post holder will contribute to audit as requested by the Partners of the Health Care Centre
Manage workload, resources and own time effectively in order to support effective and high-quality patient care.
On identification of any patient / non patient related incident escalate appropriately and complete relevant reporting tool.
Health & safety:
The post-holder will implement and lead on a full range of promotion and management of their own and others health and safety and infection control as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to):
Using personal security systems within the workplace according to practice guidelines Management and maintenance of Personal Protective Equipment (PPE) for the practice, Responsible for hand hygiene across the practice Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across clinical and patient process Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, sterile, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managersEquality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rightsConfidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
The above duties and responsibilities are intended to represent current priorities and are not meant to be an exhaustive list. The post holder may from time to time be asked to undertake other duties and responsibilities. Any changes to this job description that take account of changing service needs will be made in discussion with the post holder.
Person Specification
Qualifications Essential
Educated to good standard of general education with a minimum GCSE Grade C in English and Maths, or equivalent. Level 3 in Business/Admin
Other Essential
- Willingness to attend training as deemed necessary - To adhere to the practice core values and to ensure patients, colleagues and other partners are treated with dignity and respect - To display compassion and empathy for patients putting them at the centre of their care
Experience Essential
- Experience in a healthcare or administrative setting - Strong coordination, communication and organisational skills - Proficient in Microsoft Office - Proficient in AccuRx and SystmOne clinical systems - Strong excel/data handling for QOF, CQRS and reporting - Attention to detail in coding and template management - Ability to manage multiple tasks and work under pressure - Advanced communication skills - Improving operational efficiency
Skills and Abilities Essential
- Fully experienced with SystmOne reporting and auditing - Keep up to date with latest technology trends
Desirable
- Website Development
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 Lister Medical Centre
Address Lister Health Centre Unit 1
Abercrombie Way
Harlow
Essex
CM18 6YJ
United Kingdom
Employer's website https://www.listermedicalcentre.com (Opens in a new tab)