About this role
Job summary
We are seeking a proactive, highly organised, and detail-oriented Assistant to Practice Manager & Data Quality Lead to support the effective management of practice operations while leading on data quality, reporting, and information governance activities.
This is a pivotal role that combines operational support with responsibility for maintaining high standards of clinical and administrative data quality. The successful candidate will work closely with the Practice Manager, Data Quality / Finance Lead, clinical teams, and administrative staff to ensure efficient service delivery, accurate patient records, regulatory compliance, and achievement of organisational objectives.
Main duties of the job
Main Duties
The Practice Manager and Data Quality / Finance Lead are part of the senior management team of the surgery. Their role is to manage the non-clinical side of the business enabling the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
Areas which come under the practice manager remit are listed below
Building and maintenance Equipment maintenance and calibration Staff and HR including training, staffing Health and Safety Compliance Technical infrastructure e.g. IT, Digital and telephone systems Care Co-ordinator work ensuring patients health and equality needs are met in a timely manner. EDI Links New Patient Registrations, Deductions and Temporary Residents Ensuring practice meets its clinical targets in supporting with QOF, IIF and Enhanced Services recall management. Support Admin Lead with back office and support staff and systems Management of specific projects e.g. flu and covid vaccination programmes Complaints and Significant Events management Policies and Protocols Confidentiality/Information Governance Ad hoc non-clinical issues, processes and responses
About us
We are a busy SystmOne GP practice based in Swinton, South Yorkshire, serving approximately 9,500 patients. Our clinical team consists of two GP Partners, two Salaried GPs, four GP Locums, two Advanced Nurse Practitioners (ANPs), three Practice Nurses, one Nursing Associate, one Healthcare Assistant (HCA), and a Phlebotomist, plus a supportive administritive and reception team.
We work collaboratively with our Primary Care Network (PCN) Wentworth 1and benefit from a range of Additional Roles Reimbursement Scheme (ARRS) staff, including Advanced Clinical Practitioners (ACPs), Paramedics, Social Prescribing Link Workers, Clinical Pharmacists, Pharmacy Technicians, First Contact Physiotherapists, Care Coordinators, and Mental Health Nurses.
Job description Job responsibilities
Assistant to Practice Manager and Data Quality / Finance Lead
The Practice Manager is seeking an assistant to work approximately 35 hours a week. Their role will be to support the Practice Manager and Data Quality / Finance Lead this could include any of the following:
Building
Building maintenance organising building repairs and maintenance, decorating projects, risk assessing rooms, making sure the surgery is kept tidy. Security arranging regular checks of the security system Waste management liaise with waste management companies Health and Safety
Carry out risk assessments when appropriate. Fire safety, care out fire alarm checks and fire drills when appropriate. Make sure fire safety policy is kept up to date and adhered to Keep health and safety plan up to date COSH Risk Assessment and Training Legionella Awareness and Training Recall Support
Ensure a good knowledge of service specifications e.g. QOF, IIF, Enhanced Services, PCN DES, Proactive Care and immunisation programmes and plan how to achieve these targets through co-ordinating patients accordingly. Run and interpret SystmOne and Ardens searches, audits and performance reports Monitoring recall register. This may include creating and modifying SystmOne and Accurx templates/protocols/forms/documents Complete and submit monthly or quarterly enhanced service claims Organise and coordinate annual Flu/Covid Campaign with logistical oversight to ensure supply, patient invites, clinics Proactive Care supporting complex patients with their health and inequality needs, liaising other healthcare professionals and attending MDT meetings. Care Co-ordinator work covering IIF specifications for patients with Learning Disabilities and patients with Severe mental Illness. Staff Management and Development
Support recruitment, induction, and training of administrative and reception staff. Managing staff rotas, annual leave, and sickness absence. Work with our Admin Lead to provide day-to-day supervision and guidance to reception and administrative teams Support staff performance reviews and development plans. Promote a positive and inclusive working environment. Policies and Protocols
Help Practice Manager with policies and protocols particularly those involved with building, equipment, IT and health and safety. Complaints and Significant Events
Collate and file all complaints and significant events Organise regular complaints and significant events review meetings. Confidentiality
Make sure that the practice stays confidentiality compliant Carry out annual confidentiality audit Back Office Functions
Although not part of main job role, it may be necessary for the assistant to practice manager to provide emergency cover in the following back-office areas Scanning of internal post Processing of prescriptions New Maternity Discharges and Post- Natals Ad Hoc
This is not an exhaustive list. Other tasks may be added which play to the applicants personal strengths and assist the practice manager with their workload.
Person Specification
Experience Essential
Experience in a healthcare, NHS, or primary care setting. Experience supervising or managing staff. Experience handling confidential information. Experience of administrative and operational management.
Desirable
Experience working in a GP practice. Knowledge of NHS primary care contracts and services. Experience with clinical systems such as SystmOne. Experience supporting quality improvement projects.
Qualifications Essential
GCSE grade A to C or equivalent in English and Maths
Desirable
Degree or diploma in Healthcare Management, Business Administration, or related field.
Essential criteria Essential
Excellent organisational and prioritisation skills. Strong communication and interpersonal abilities. Leadership and team management skills. Ability to analyse data and prepare reports. Competent IT skills, including Microsoft Office applications. Ability to work under pressure and manage competing priorities.
Personal Attributes Essential
Professional and approachable manner. High level of integrity and confidentiality. Proactive and solution-focused approach. Commitment to patient-centred care and continuous improvement. Ability to work collaboratively within a multidisciplinary team.
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 Crown Street Surgery
Address 17 Crown Street
Swinton
Mexborough
South Yorkshire
S64 8NB
United Kingdom
Employer's website https://www.crownstreetsurgeryswinton.nhs.uk (Opens in a new tab)