About this role
Job summary
We are looking for an Administration Manager to run Cricklewood General Practice day to day.
The role combines hands-on administrative work with on-site management of the practice team.
Full time, based on siteStarting salary £30,000 to £36,000 a year, depending on experienceOpportunity for promotion to a more senior role within 6 to 12 months, subject to performanceBenefits:
NHS Pension SchemeContractual sick pay above statutory from six months' service5 weeks' holiday plus bank holidaysFor enquiries, email [email protected].
Main duties of the job
You will manage the reception and administration team on site, own the clinical and staff rota and locum cover, and carry out the practice's administrative work yourself, including registrations, referrals, prescriptions and documents.
You will lead the team towards QOF, ICB and CQC standards, and be the first point of contact for system access, IT and premises issues.
About us
Cricklewood General Practice is an NHS GP practice in north west London, based at 7 Oaklands Road, NW2.
Our team brings together GPs, advanced nurse practitioners, pharmacists, practice nurses, healthcare assistants, and administrative and reception staff.
We are a small team, so work is visible and decisions are made quickly. We look for people who take ownership, work well with colleagues and care about giving patients a good experience.
Job description Job responsibilities
Post Title: Administration Manager
Responsible To: Operations Manager
Location: Cricklewood General Practice, 7 Oaklands Road, NW2 6DJ
Hours: Full time, based on site
Salary: Starting at £30,000 to £36,000 per annum, depending on experience
The Administration Manager runs the practice day to day. The role combines hands-on administrative work with on-site management of the practice team. Experience of EMIS is essential.
Key responsibilities
Oversee the day-to-day operations of the practice, ensuring staff achieve their primary responsibilitiesGuide the team to reach QOF targets, key performance indicators, ICB targets and CQC complianceCarry out the practice's administrative work personally, including registrations, deductions, referrals, prescriptions and documentsOwn the rota and locum cover so that the practice is always staffedAct as first point of contact for system access, IT and premises issuesMaintain a good working knowledge of EMIS, including the ability to create reportsTeam management
Functional management of all salaried clinical and administrative staffProvide leadership and guidance to all staff, ensuring that they adhere to policy and procedure at all timesManage the reception and administration team on site every day: allocate work, set and maintain clear standards, expected timeframes and safety netting procedures, and check they are metEstablish good working relationships with the non-clinical team by holding regular one-to-ones and team meetingsDeal with performance and conduct issues promptly, informing and escalating to the Operations Manager where neededManage an effective system for monitoring attendance, lateness, authorising annual leave and overtime, using Practice Index and taking action where appropriate to support staff welfare and address potential issuesMaintain an effective overview of and ensure compliance with HR legislation, with guidance from the Operations ManagerConsider non-clinical staff planning, and develop, implement and embed an effective succession plan through the annual appraisal processInduct all new staff, ensure all staff have the appropriate level of training to carry out their roles effectively, and identify and deliver non-clinical team training where requiredRota and locum cover
Own and maintain the clinical and staff rota on EMIS, managing it for all staff to ensure sufficient coverKeep the rota at least twelve weeks aheadMaintain the rota to agreed standards, including GPAD-mapped appointments and correct allocation of NHS 111, routine and urgent appointmentsEnter authorised changes notified by clinicians straight away, and check the rota against approved leave so there is no gap in service provisionReview appointment availability and take action as requiredBook locum cover to fill gaps, and handle all locum administration, including correspondence, confirmations and systems accessPatient administration
Process patient registrations in line with national registration guidance, including resolving duplicate or unclear records with PCSEProcess deductions and respond to FP69 notificationsManage medical records coming into and leaving the practice, including Lloyd George recordsProcess referrals, ensuring the correct forms are usedManage prescriptions and repeat prescription requestsManage patient DNAsTake responsibility for maintaining documents held at the practice, for example petty cash, PGDs and the visitor logTake responsibility for managing documents into the practice and all patient requestsTriage the practice email inbox promptly and route items to the right personTriage online consultations: action administrative requests, move clinical requests into a GP slot, message patients where needed, and save them to the recordActively encourage and promote the use of patient online services, including the NHS AppAdminister private reportsMonitor clinical system tasks throughout the day so that nothing is missed or allowed to build upComplaints and patient engagement
Manage the patient complaints process and ensure that staff are fully conversant with the complaints procedureOversee the management of the Patient Participation GroupRecalls and performance
Run recall lists supplied by the clinical team and the Operations Manager, and ensure reception follow them up with outbound callsSupport vaccination and screening campaigns, including fluBrief clinicians on performance levels, advising actions to ensure high achievement across all QOF areasReport activity figures to the Operations Manager, and support the compilation of practice reports and the practice development planSystems and IT
Act as Registration Authority (RA) sponsor for the site, setting up new users on EMIS and arranging their smartcardsAct as administrator for clinical systems, setting up and maintaining access to all systems needed to run the practice day to dayResolve staff and clinician access problems with the clinical system and other practice softwareOversee the response to and resolution of all local IT issues, such as printers, escalating where neededBe the practice NHS App and Safe Surgeries ambassador, promoting safe, equitable access and encouraging NHS App usePremises, health and safety, and supplies
Maintain a clean and tidy front of house, including keeping noticeboards up to date and a daily visual inspectionMaintain effective security and fire safety protocols at the practiceManage health and safety at the premises, including risk assessments, staff awareness and mandatory risk-management trainingDeal with day-to-day premises issues, including the landlord, cleaners and contractors, keeping the Operations Manager informedMonitor and disseminate information on safety alerts and other pertinent informationEnsure processes are in place to maintain stock, agreeing them with the clinical team, and place orders or make purchasing requests to the Operations ManagerEnsure health and safety and cold chain logs are completed, for example fridge temperatures, emergency trolley and fire safetyGeneral
Be an instrumental member of the general practice teamBe aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding ChildrenComply with practice policies on information governance, health and safety, and confidentialityUndertake all mandatory training and induction programmesMaintain a clean, tidy, effective working area at all timesAttend a formal appraisal with their manager at least every 12 monthsAttend any external meetings pertinent to this roleSupport and participate in shared learningProgression
Subject to performance, there is the opportunity for promotion to a more senior role, encompassing some duties within the scope of a Practice Manager, within 6 to 12 months of appointmentYou will be required to undertake all other duties that may be reasonably asked of you.
Person Specification
Experience Essential
Experience of working in general practice Experience of supervising or leading a reception or administration team Hands-on experience of GP administration, such as registrations, deductions, referrals, prescriptions and document management Experience of using EMIS Experience of working with the general public
Desirable
Experience in an Administration Manager, Reception Manager or similar role Experience of managing a clinical rota and locum cover Experience of running searches and reports on EMIS Experience of handling staff attendance, performance and conduct issues Experience of handling patient complaints Understanding of QOF, contract KPIs and patient recalls Understanding of health and safety requirements in a small business
Knowledge and skills Essential
Willing to carry out administrative work personally, alongside managing the team Excellent communication skills (written and oral) Competent in the use of MS Office products Ability to set clear standards for a team and follow them up Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Accurate, with good attention to detail Good organisational and time management skills Ability to use own initiative, discretion and sensitivity Ability to work as a team member and autonomously Ability to motivate a team and maintain a positive working environment Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity Sensitive and empathetic in distressing situations Confident, assertive and resilient under pressure Punctual, reliable and committed to supporting the team effort High levels of integrity and loyalty Understanding of safeguarding adults and children Understanding of confidentiality and information governance
Desirable
Knowledge of the NHS App and patient online services
Qualifications Essential
A good standard of education with excellent literacy and numeracy skills
Other requirements Essential
Able to work full time on site at Cricklewood General Practice Disclosure and Barring Service (DBS) check Occupational Health clearance
Desirable
Flexibility to work outside core office hours
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 Cricklewood General Practice
Address Cricklewood General Practice
7 Oaklands Road
London
NW2 6DJ
United Kingdom
Employer's website https://www.cricklewoodgp.co.uk/ (Opens in a new tab)