Practice Administrator

Due to the retirement of the current post holder, Lakenham Surgery is seeking a new Practice Administrator to join the team. We are a long established surgery based just outside the centre of Norwich with approximately 8,900 patients. We aim to provide positive access to services and high standards of clinical care to our diverse patient population and are expanding our team to further support these objectives. We have an incredibly friendly and supportive team ethic and encourage a team approach in everything we do. We use SystmOne and FootFall.

This is an exciting opportunity for a highly capable individual with broad based skills and prior experience of General Practice to play a key role in supporting the ongoing and future success of Lakenham Surgery.

**Job Overview**

The Practice Administrator role is pivotal to the smooth functioning of the practice and central to the achievement and maintenance of ongoing governance and compliance requirements. The role involves the administration, monitoring and support of key areas of governance and assurance such as Health & Safety, Training, and Practice Policies and Procedures. The Practice Administrator also plays a key role in the ongoing operational planning and delivery of services through administering clinical templates, IT systems, Practice Meetings and supporting the practice’s Learning Organisation status by involvement in the administration of Research and Training activities.

**Summary of Responsibilities**
- To provide a high standard of administrative support and services to the Practice Manager, Partners and practice in order to ensure the smooth running of the practice and compliance with legal and contractual obligations and other guidance
- To work with the Practice Manager and team to support the information governance function of the practice, including compliance with GDPR, access to patient records legislation and completion of the IG Toolkit
- To maintain the Practice Policies and Protocols and create new policies where required, updating the content annually and ensuring compliance with current best practice
- To undertake a range of Health & Safety tasks (weekly, monthly and quarterly) and maintain records of H & S checks both manually and online; update COSHH information as necessary
- To administer systems for the receipt, distribution and actioning of NHS England Alerts, maintaining a record of alerts for review at Practice meetings to ensure effective communication and that actions arising are appropriately implemented
- To act as primary point of contact for any premises or IT related issues or queries, facilitating effective solutions directly or by the involvement of appropriate third parties
- To oversee and administer the introduction of new IT systems or solutions aligned to the main clinical system or in support of the ongoing requirements of the General Practice environment
- To support the induction of new starters and leavers through administration of all IT requirements, including organising and enabling or disabling logins and access to all relevant systems and the provision of additional IT equipment where necessary
- To maintain and update the Practice website as necessary with Practice News and creating new pages when needed
- To be able to evidence the existence and administration of effective practice systems and processes relating to the above areas of responsibility to support the practice with CQC inspections or enquiries relating to governance and compliance issues
- To arrange locums to provide adequate or additional cover on an as required basis following discussion and agreement with the GP Partners and Practice Manager
- To monitor and maintain the GPs’ annual holiday records, ensuring that all annual leave, meetings and study leave are recorded; to record annual leave & study leave on SystmOne and maintain individual records of annual leave for the GPs
- To allocate CPD study leave sessions throughout the year with appropriate consideration at all times for the maintenance of minimum clinical cover requirements
- To manage the core training programme for all clinical and non-clinical staff, ensuring all training is recorded on Agilio TeamNet; arrange external trainers where necessary; monitor the validity periods of training certificates and remind staff to update their training at appropriate times
- Attend meetings (including clinical meetings); take and distribute minutes to the appropriate parties in order to maintain an efficient and appropriate records of all practice meetings
- To work with the Practice Manager to ensure an organised and effective knowledge sharing environment for a wide range of information including meetings, educational events, training, policies & protocols, significant events, Quality and Outcomes Framework (QOF) targets, research studies, pharmacy student shadowing programme
- To provide administrative support to the training function of the practice, working with the Pr