About this role
Job summary
To provide comprehensive administrative and operational support to the practice, ensuring the smooth day-to-day running of services and supporting the delivery of high-quality patient care. The postholder will oversee the daily management of Anima triage, coordinate staffing cover and rotas, support compliance and governance activities, and contribute to effective communication across the practice team. Depending on experience, the role may include line management responsibilities.
Main duties of the job
Job Responsibilities
Key Responsibilities:
Oversee the daily management of Anima triage and coordinate staffing cover.
Prepare and maintain staff rotas.
Provide administrative support to the Practice Manager and wider team.
Prepare correspondence, reports, presentations, and practice documentation.
Manage incoming and outgoing communications and maintain confidential records in line with GDPR and NHS requirements.
Organise meetings, prepare agendas, take minutes, and monitor action logs.
Produce and distribute internal communications, including staff newsletters.
Coordinate staff inductions, mandatory training, and monthly training sessions.
Monitor staff compliance with mandatory training requirements.
Support the review and implementation of practice policies and procedures.
Collate KPI data and support performance reporting.
Maintain and update the practice website and social media platforms.
Undertake monthly compliance audits and support governance activities.
Assist with health and safety compliance and preparations for inspections or audits.
Order office supplies and provide reception cover when required.
The successful candidate will be highly organised, possess excellent communication skills, and be able to manage a varied workload while maintaining confidentiality and professionalism at all times. Experience in a GP practice or NHS setting and familiarity with Anima are desirable.
About us
We are a large, friendly practice in the thriving community of Burton Latimer, a small town just a few miles outside of Kettering.
We are a 5 GP partnership with a list size of over 14,000 patients.
We are part of a Primary Care Network, working collaboratively with 1 other practices to deliver a wide range of patient services in the rapidly changing world of Primary Care.
Job description Job responsibilities
GP Practice Administrator Role Purpose
To provide comprehensive administrative and operational support to the practice, ensuring the smooth day-to-day running of services and supporting the delivery of high-quality patient care. The postholder will oversee the daily management of Anima triage, coordinate staffing cover and rotas, support compliance and governance activities, and contribute to effective communication across the practice team. Depending on experience, the role may include line management responsibilities.
Key Responsibilities Operational Support
Oversee the daily management of the Anima triage system, ensuring timely processing of patient requests and appropriate staffing cover.
Coordinate and maintain staff rotas to ensure adequate operational cover.
Provide administrative support to the Practice Manager and wider management team.
Order and maintain office supplies and equipment as required.
Provide reception and administrative cover during periods of absence or increased demand.
Communication and Administration
Prepare correspondence, reports, presentations, and other practice documentation.
Manage incoming and outgoing communications, including emails, letters, and telephone enquiries.
Produce and distribute internal communications, including staff newsletters and updates.
Maintain the practice website and social media platforms, ensuring information is accurate and up to date.
Maintain confidential records in accordance with GDPR, NHS guidance, and practice policies.
Meetings and Governance
Organise meetings, prepare agendas, take minutes, and distribute documentation.
Maintain action logs and follow up on outstanding actions.
Support the review, update, and implementation of practice policies and procedures.
Collate and submit Key Performance Indicator (KPI) data and other performance information as required.
Workforce and Training
Coordinate and support the induction programme for all new staff.
Arrange mandatory and role-specific training for practice staff.
Monitor and report on compliance with mandatory training requirements.
Support the delivery of monthly staff training sessions.
Provide line management support where appropriate and delegated by the Practice Manager.
Compliance and Health & Safety
Undertake monthly compliance audits and checks in line with practice requirements.
Support the practice's governance, quality improvement, and regulatory compliance activities.
Assist in ensuring compliance with health and safety legislation and practice procedures.
Support preparations for inspections, audits, and accreditation processes.
Person Specification
Qualifications Essential
1) Educated to at least GCSE level or equivalent including maths and English (grade C/4 or above)
Desirable
1) CIPD Level 3 Certificate 2) Business Administration qualification
Personal Qualities and Requirements Essential
1) Polite and confident 2) Flexible and cooperative 3) Motivated 4) Forward thinker 5) High levels of integrity and loyalty 6) Comfortable in a fast-paced environment 7) Ability to work under pressure 8) Flexibility to work outside of core office hours 9) Disclosure Barring Service (DBS) check
Experience Essential
Previous administrative experience, preferably within a healthcare, NHS, or GP practice setting. Excellent organisational and time management skills. Strong written and verbal communication skills. Proficient in Microsoft Office applications. Ability to handle confidential information with discretion. Ability to work independently and prioritise a varied workload.
Desirable
Experience of working within a GP practice or Primary Care Network (PCN). Knowledge of NHS systems and processes. Experience of rota management and staff training coordination. Previous supervisory or line management experience. Familiarity with Anima or other online consultation/triage systems.
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Burton Latimer Medical Centre
Address Higham Road
Burton Latimer
Kettering
Northamptonshire
NN15 5PU
United Kingdom
Employer's website https://www.burtonlatimermedicalcentre.co.uk/ (Opens in a new tab)