About this role
Job summary
We are seeking an experienced and motivated Clinical Administration Lead to join our busy GP practice. This is a key leadership role responsible for ensuring the smooth, efficient and high quality delivery of all administrative functions that support patient care.
A Clinical Administration Lead is responsible for ensuring that all clinical related administrative processes run safely, efficiently, and in line with NHS standards.
Reepham and Aylsham Medical Practice has two sites, one in the picturesque village of Reepham and one in the historic town of Aylsham. Currently we have a list size of approximately 9,000 patients. There will be a requirement to work between both sites.
In This Role, You Will lead, support and develop the administrative and reception team. Oversee workflow for clinical correspondence, coding, recalls and document management. Ensure compliance with NHS policies, CQC standards and practice protocols. Optimise appointment systems, patient access and digital tools. Work closely with the Practice Manager, GPs and clinical team to improve processes. Monitor performance, manage clinical rotas and support staff training, You will also need to be able to handle complex patient queries and support complaints resolution alongside investigation and resolution of adverse incidents.
Main duties of the job
Clinical Correspondence Management
Oversight of clinical documents includes identifying what can be actioned administratively and what must be escalated to a clinician.
Quality & Outcomes Framework Oversight
Monitoring QOF performance, maintaining accurate coding, supporting audits, and ensuring the practice remains on track with clinical indicators.
Patient Recall & Chronic Disease Management Support
Running recall searches, inviting patients for reviews, harmonising multiple recall schedules, and ensuring chronic disease protocols are followed.
Workflow Coordination & Team Oversight
Overseeing distribution of administrative work, s ensuring tasks are completed on time, and providing cover when needed.
Clinical System Expertise & Data Quality
Maintaining high data quality, ensuring correct coding, supporting staff with system use, and troubleshooting issues with clinical software.
Information Governance & Confidentiality Compliance
Ensuring all admin processes comply with confidentiality, GDPR, and NHS information governance standards.
Operational Support & Process Improvement
Supporting with system improvements, audits, rota support, stock ordering, and implementing new procedures.
Safeguarding
Identifying and escalating safeguarding concerns or complex clinical correspondence to the appropriate clinician.
General Administrative
Delivering enhanced services, covid and flu clinics and ensuring smooth day to day operations.
About us
As a GP Surgery we treat all minor illness and medical conditions and refer patients to hospitals and other medical services for urgent and specialist treatment. We focus on the health of the whole person combining physical, psychological and social aspects of care and have a large clinical and administrative team who support patients and staff to enable us to provide this care. It is important that anybody that joins the team can work at pace and understand priorities and need to provide excellent care with a friendly, caring attitude.
We strive for professionalism at all times and feel it is important that patients feel listened to and supported. Preventative care is as important as curative and we work with Research to promote learning and development.
We also understand that it can be challenging working in primary care. As a rural Practice we believe that working together and with one another to support our own health and wellbeing is equally important. Staff training is carried out monthly so we can get together to discuss things that can improve work and wellbeing..
Job description Job responsibilities
The Clinical Administration Lead is responsible for overseeing the clinical administrative function within the GP practice, ensuring accurate, efficient, and timely processing of clinical information to support safe patient care. The role provides leadership to the admin team, supports clinicians with workflow optimisation, and ensures compliance with NHS standards and data quality requirements.
Key Responsibilities1. Clinical Administration Oversight -Manage all clinical administrative processes (e.g. referrals, test results, clinical coding, document management) Ensure accurate and timely handling of incoming and outgoing clinical correspondence. Oversee workflow systems within clinical software (e.g. SystmOne) Ensure consistent administrative processes across the practice
2. Team Leadership & Supervision -Lead and supervise the clinical administration team, Allocate workload and monitor performance against targets, Provide training, mentoring, and support to staff, Conduct appraisals and support staff development
3. Data Quality & Clinical Coding -Ensure high standards of data entry and clinical coding, Support QOF, enhanced services, and audit data requirements, Monitor and improve data quality across clinical systems, Work closely with clinicians to maintain accurate patient records
4. Workflow Management -Manage electronic workflow and document triage processes, Ensure tasks are processed efficiently and within agreed timescales, Identify bottlenecks and implement process improvements, Support clinicians in managing workload through efficient admin systems
5. Referrals & Results -referral processes, ensuring accuracy and timeliness, Ensure test results are processed, filed, and actioned appropriately, Monitor tracking systems for referrals and follow-ups, Liaise with hospitals and external providers where required
6. Governance & Compliance -Ensure compliance with NHS guidelines, GDPR, and confidentiality requirements, Support audits, CQC inspections, and data reporting requirements, Maintain up-to-date policies and standard operating procedures, Manage risks relating to clinical administration
7. IT Systems & Digital Support -Support effective use of clinical systems (e.g. SystmOne), Assist with system optimisation, templates, and workflow design, Work with IT leads to implement improvements and updates, Support digital initiatives (e.g. online consultations, document workflows)
8. Service Improvement -Identify opportunities to improve administrative efficiency, Lead or support process improvement projects, Gather feedback from staff and clinicians to improve systems, Contribute to overall practice performance and patient care quality
Key Skills & ExperienceEssential -Experience in a GP practice or healthcare administration role, Strong understanding of clinical systems (SystmOne), Knowledge of clinical workflows, coding, and referrals processes, Excellent organisational and leadership skills, High attention to detail and accuracy, Strong communication and problem-solving skills
Desirable -Experience managing or supervising staffKnowledge of QOF and NHS performance frameworks, Understanding of CQC requirements and audits, Experience in process improvement or project work
Qualifications -(or equivalent) including English and Maths, Relevant administration or healthcare qualification desirable
Reporting Line -Reports to: Practice Manager, Works closely with: GPs, Nurses, Admin Team, IT Leads
Working Environment -GP surgery or primary care setting, Fast-paced, deadline-driven , interaction with clinical and administrative staff
Key Outcomes -Accurate and timely processing of clinical information, High data quality and compliance standards, efficient workflow management supporting clinicians, Well-trained, high-performing admin team, Improved patient safety and service delivery
Person Specification
Experience Essential
GP/practice environment experience (highly desirable) Previous medical administration or NHS admin role Experience supervising or leading staff (e.g. reception/admin teams) Strong understanding of: Patient pathways SystmOne experience Referral processes (eRS) Medical terminology QOF and long term conditions
Qualifications Essential
GCSEs (or equivalent) including English and Maths NVQ / Diploma in: Business Administration (Level 3 or 4) Health & Social Care Medical administration or secretarial qualification
Desirable
ILM (Institute of Leadership & Management) qualification Diploma in Management or Team Leading NHS-specific training courses
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 Reepham and Aylsham Medical Practice
Address 60 Hungate Street
Aylsham
Norwich
NR11 6AA
United Kingdom
Employer's website http://www.aylshamandreepham.nhs.uk (Opens in a new tab)