About this role
Job summary
The Hadleigh Practice is a forward-thinking Practice with a Multidisciplinary Team of dedicated Clinicians, Managers and Administration staff, providing high-quality GMS services. We are based over two sites with a total of 20,500 patients.
We are seeking a proactive, analytical, and highly organised IT & Quality Administration Lead to join our team. This key role will support the ITQA team in delivering their core responsibilities, provide leadership in problem-solving and process improvement, and work collaboratively with colleagues across the practice to develop and implement innovative ways of working.
The successful candidate will have experience working within an NHS or healthcare environment, ideally in general practice, together with experience in a senior administrative or team leadership role. Knowledge of clinical systems such as SystmOne or EMIS would be advantageous.
This is a varied and rewarding opportunity within a friendly, supportive, and forward-thinking practice. The ITQA team plays a central role in driving many of our operational and quality improvement processes, making this an excellent position for someone who enjoys making a meaningful impact on patient services and practice performance.
Main duties of the job
We are seeking a proactive, analytical, and highly organised IT & Quality Administration Lead to join our team. This key role will support the ITQA team in delivering their core responsibilities, provide leadership in problem-solving and process improvement, and work collaboratively with colleagues across the practice to develop and implement innovative ways of working.
About us
The Hadleigh Practice is a forward-thinking Practice with a Multidisciplinary Team of dedicated Clinicians, Managers and Administration staff, providing high-quality GMS services. We are based over two sites with a total of 20,500 patients.
Job description Job responsibilities
THE HADLEIGH PRACTICE
Job Description
Job Title: IT & Quality Administration Team Leader
Hours of Work: Part time (33 hours)
Responsible to: Operations Manager
Job Summary:
To lead the ITAQ team, ensuring the effective and efficient:
Provision of IT support to the practice and its staff.
Generation and utilisation of data to ensure the efficient running of the practice and support the achievement of quality targets.
Administrative support of the clinical activities within the practice
Job responsibilities: -
Working as Team Leader for the ITQA team the post holder will be responsible for ensuring the smooth running of all areas of ITQA, both by managing, supporting and training the team members as well as liaising with the management/clinical teams and undertaking ITQA activities. This will include: -
Management of the team
Ensuring that all regular weekly, monthly and annual tasks are diarised and completed as necessary.
Attending fortnightly Operations meetings, monthly recalls meetings and any other management/planning meetings, ensuring agreed actions are accomplished in a timely manner.
Working with other members of the management team to plan for future activities and address problems.
Ensuring all team members are trained and performing their roles accurately and efficiently, running regular team meetings, appraisal and other activities to ensure staff are actively and affectively managed.
Reviewing ITQA workload, processes and audits to ensure that accurate results are produced in the most efficient and effective manner, updating and producing procedures as necessary.
Monitoring, searching and auditing for QoF and liaising with the QoF lead to assist the practice is achieving its annual targets.
To provide a centre of expertise for IT systems such as SystmOne so that the team is effectively led and you can help actively solve/set up searches and find solutions.
IT support and clinical system administration
Ensuring that the team provides ITQA support effectively, including:
Administration of the software systems used within the practice such as SystmOne, troubleshoot and report any issues to our external IT helpdesk.
To provide support advice and training for current and new practice staff in the use of IT software. To set up and maintain new users according to practice protocol, show them how to log on to the desktop and ensure they have access to required applications.
To be first point of contact with helpdesks of the clinical and other system suppliers.
To oversee the security and validation processes for the IT System, ensuring system access controls are in place for all new and existing staff including issue/maintenance of Smartcards and regular housekeeping is maintained, including the management of user profiles.
Maintain the practice network and email system and online access by patients
Report any significant events relating to the IT systems to the ITQA Team Leader or Practice Manager.
Data Quality and maintenance of patient records
Ensuring that the ITQA team effectively:
Manages data quality issues, providing advice and guidance to all practice staff.
Monitors the patient database including list size and demographics, to also manage registrations for new and temporary patients
Ensures templates are up to date and accurately entered within the appropriate time frames
Searches & Audits
Ensuring that the ITQA team accurately and in a timely manner:
Run routine audits and recalls for patients that meet certain criteria such as Asthma, Cytology. immunisations
Input data monthly on the CQRS portal to ensure all due practice payments are received.
Run contract searches and reports as required
Ensure data is consistently entered and searches performed on SystmOne to find anomalies
Manage NHS smear recall portal.
Production and reporting of performance & Quality information
Monitoring/searching of enhanced services, reporting and submitting accurate data to ensure full payments for services achieved.
To collate monthly scripts (PPAS) to enable the practice to claim funds for personally administered items that have been purchased by the practice.
To be aware of national, local and practice quality standards for chronic disease management and to produce data for QOF (Quality Outcomes Framework) by recalling patients from certain chronic disease registers
To collate monthly scripts (PPAS) to enable the practice to claim funds for personally administered items that have been purchased by the practice.
Information Governance
To ensure that medical records are held securely within the practice and data is held in line with NHS codes of Practice for records management, the RCGP Good Practice Guidelines for electronic records, GDPR, Caldicott Principals, and Freedom of Information Act.
To ensure that any suspected or actual breach of IT security is reported to the Operations Manager and investigated as required. To agree action and/or change of policy/procedures as a result of findings with the Operations Manager and Information Governance Lead
Ensure you have good knowledge & up to date training on Safeguarding
General
As a member of the Practice team, the post holder should:
Take on any other responsibilities deemed appropriate for the position of IT and Quality Administrator
Work within practice guidelines and processes
To take responsibility for own developmental learning and performance
To participate in the practice appraisal scheme
To undertake training as required including mandatory and statutory training.
Person Specification
Skills Essential
Strong IT skills and competent in clinical IT systems Excellent analytical and problem solving Effective time management (planning and organising) plus multi-tasking Accuracy/attention to detail Ability to work as a team leader and as part of a team. Good interpersonal skills Ability to identify system change and implement effectively demonstrating the ability to coordinate across teams. Ability to follow and develop clinical policy and procedure Excellent numeracy skills Excellent communication skills (written and oral) Personal Qualities Polite and confident Flexible and cooperative Calm Ability to work under pressure/in stressful situations Effectively utilise resources and plan
Qualifications Essential
Educated to GCSE level or equivalent, including Maths and English (C or above) Willingness to undertake management, IT or other training as needed.
Desirable
A level qualifications or other training relevant to role.
Experience Essential
Experience of working in an NHS/care environment. Experience of with working with IT systems and analysing/using data. Experience of using information to submit reports that are used for financial claims and general decision making. Experience of auditing information/data. Experience of working in or with teams
Desirable
Experience of working in a GP Practice. Experience of working with primary care clinical systems, such as SystmOne or Emis Experience of working with primary care reporting systems such as CQRS, Ardens Experience in team management or senior office role. Experience in searches, templates and recalls for QOF Completed training in appraisal.
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 Hadleigh Practice
Address 20 Kirkway
Broadstone
Dorset
BH18 8EE
United Kingdom
Employer's website https://www.thehadleighpractice.nhs.uk/ (Opens in a new tab)