Practice Administrator

**Job Title**: Practice Administrator Accountable to: All Partners at the Practice Responsible to: Practice Business Manager Hours of work: 37.5 hours per week Renumeration: Depending on experience Contract length: Permanent Location: Lister Medical Centre Abercrombie Way, Harlow, Essex CM18 6YJ JOB PURPOSE To support the Senior Management Team in the day -to-day running of the practice by overseeing administrative functions, ensuring efficient service delivery, maintaining high standards of patient care and confidentiality as well as the selection and implementation of software programs and hardware resources. MAIN DUTIES OF THE JOB Maintain and update practice policies, support audits and compliance, manage meeting logistics, and ensure clinical templates are current. Organise trainee schedules, facilitate inductions, monitor attendance and leave, and support feedback processes. Monitor workflow/tasks, contributing to initiatives that enhance patient access and experience.
Ensure accurate clinical coding and data entry, run and analyse searches for QOF and enhanced services, and support reporting and claims processes in liaison with finance. ABOUT US Lister Medical Centre is based in Harlow, Essex. We are a well established, friendly teaching practice, and our dedicated team includes 8 GPs, 4 Emergency Care Practitioners, 3 Practice Nurses, 2 Nursing Associates, 2 Physician Associate, 4 HCAs and 17 admin/support staff. We have been providing a full range of GP services for over 30 years and have a patient list size of over 21,000 patients.
As a teaching practice, we have Foundation Doctors and Students from Cambridge University based with us. We are situated in a purpose-built health centre close to local amenities. Please note that we are unable to offer sponsorship. JOB DESCRIPTION Administrative: Maintain and update practice policies and procedures.
support the Senior Management Team with audits, compliance and reporting. To ensure Clinical system letter and referral form templates are updated as and when required. Organise and minute internal meetings, including clinical governance, staff briefings and team meetings. Monitor stock levels and liaise with suppliers.
Facilitate induction processes for incoming trainees, including access to systems, orientation, and introduction to practice policies and teams. Collect feedback from trainees and supervisors and coordinate documentation and timelines. Patient Services: Monitor workflow/tasks to improve efficiency. Support initiatives to improve patient experience and access.
**Collate AccuRx feedback. IT and Data Management**: Ensure accurate data entry and clinical coding. Support the use of clinical systems, SystmOne. Assist with data extraction for QOF, audits and reporting.
Analyse data with regard to ensuring correct Read codes being used. Refine searches and data entry templates/protocols to maximise income from QOF and enhanced services and to ensure patient safety. Run searches and complete reports as required: Enhanced services (monthly/quarterly/annually) and transferring data to relevant spread sheets and/or uploading to CQRS/Inform/other websites for payment. QOF: to track progress and prioritise indicators for maximum return for effort.
Ad hoc searches on SystmOne for info re specific issues. Maintain and run monthly enhanced service searches and report outcomes to relevant leads, to enable maximum claims at quarter end. In liaison with Finance Administrator. Ensure enhanced service returns are completed and returned to NHS England/ICB in timely manner and payment for same is forthcoming.
(Collate smoking cessation return, check and action childhood immunisation reports) In liaison with Finance Administrator. Support laptop setup Note: Duties will vary according to the demands on the practice as agreed by Practice Management Team. Training and Professional Development: Maintain continued mandatory and statutory training requirements. To take appropriate action in relation to any feedback around care/performance in relation to improving practice needs.
The post holder will contribute to audit as requested by the Partners of the Health Care Centre. Manage workload, resources and own time effectively in order to support effective and high quality patient care. On identification of any patient/non patient related incident escalate appropriately and complete relevant reporting tool. Health & Safety: The post-holder will implement and lead on a full range of promotion and management of their own and others' health and safety and infection control as defined in the practice health & safety policy, the practice health& safety manual, and the practice infection control and published procedures.
**This will include (but will be limited to)**: Using personal security systems within the workplace according to practice guidelines. Management and maintenance of Personal Protective Equipment (PPE) for the practice, Responsible for hand hygiene across the prac