Job Description

Job Summary

Litchdon Medical Centre is seeking a dynamic and proactive individual to join the Practice Support Team at our large and busy GP surgery. This role will provide key central support to the Practice Manager and wider team members across the practice. The ideal candidate will be a strong communicator - enthusiastic, adaptable, and confident in tackling new challenges. They should also have a keen interest and strong skills in process improvement, problem-solving, and IT troubleshooting.

Full time position working 37 hours per week with flexible working.

Closing date 26th October 2025 with interviews planned for Thursday 13th November 2025.

Pay 12.50 - 14.85 per hour depending on experience and qualifications.

Main duties of the job

The Business Support Administrator plays a key role in providing both administrative and operational support to the management and clinical teams, contributing to the effective and efficient running of the practice. This position involves a broad range of responsibilities, including supporting internal and external communications, managing and analysing data, assisting with IT systems and troubleshooting, contributing to service development and project work, and championing the use of digital tools to enhance patient access and practice efficiency.

The role will work closely with the Practice Manager to support the day-to-day operations of the practice, ensuring the delivery of safe and efficient services. The Business Support Administrator also assists the Practice Support Administration Manager in monitoring key performance indicators. This includes helping to prepare and submit claims for enhanced services and ensuring accurate data recording to meet contractual and reporting requirements. The role will also work closing with the Personal Assistant to the Practice Manager to help manage the administrative aspects of the practice.

The Business Support Administrator must be a proactive and dynamic individual, confident in using IT systems, with the ability to work efficiently, troubleshoot issues, adapt to changing needs and contribute effectively to project work.

About us

Litchdon Medical Centre is a friendly and busy GP surgery based in North Devon, serving over 16,700 patients. Litchdon Medical Centre is also part of the Barnstaple Alliance Primary Care Network - a collaboration of local GP practices working together to share resources and services, and to improve care for the wider Barnstaple community.

Key Responsibilities

General Administrative Support

Provide administrative support to the Practice Manager and GP partners, contributing to the effective day-to-day operations and supporting the delivery of the practice's longer-term objectives.

Be confident and effective in the use of all Microsoft Office applications and other relevant software to collate, analyse, present, and share information clearly and efficiently across the practice.

Support the Practice Manager and wider practice team in maintaining compliance with NHS standards, data protection and information governance requirements through effective administration and record-keeping.

Support the coordination of meetings, minute-taking, and follow-up on action points as required.

Support the Practice Manager and Practice Support Administration Manager in the ongoing monitoring of key performance indicators, including the Quality and Outcomes Framework (QOF), Investment and Impact Fund (IIF), and other GP practice service specifications, as required.

Coordinate, attend and support the practice's GP education meetings, Learning Event Analysis (LEA) meetings and the Gold Standards Framework (GSF) Multi-Disciplinary Team meetings.

Act as the non-clinical Green and Sustainability Lead for the practice, supporting internal meetings and workstreams focused on sustainable and environmentally friendly practices. Represent the practice at Primary Care Network (PCN) level meetings and contribute to PCN-wide green initiatives.

Work closely with the Personal Assistant to the Practice Manager and the wider Practice Support Team to assist with the day-to-day administrative operations of the practice.

Practice Communications (including social media)

Confidently manage and create professional, engaging, and patient-focused content across the practice's social media platforms to support effective communication, health promotion, and community engagement.

Regularly update and maintain the practice website to ensure information is accurate, accessible, and reflects current services, patient resources, and health campaigns.

Support internal communication, ensuring clear circulation of important information to relevant staff members.

To act as a focal point of communication between the GPs, Practice Manager and other members of the primary health care team, including the Barnstaple Alliance Primary Care Network (PCN) and other local organisations.

IT, Digital & Systems Support

Act as the practice's IT Lead by supporting the departmental IT super-users and act as a point of contact for IT issues and escalate more complex issues appropriately. This includes hardware, telephony systems and other digital tools used within the practice.

Support user management, access rights, and training for new and existing staff on practice software and digital tools.

Be confident in the use of patient online services and understand how they integrate with clinical systems to support and promote digital access. Act as the practice's NHS App Champion, resolving related queries from both patients and staff and encouraging wider adoption of digital tools.

Play a pivotal role in supporting the safe, effective, and innovative use of digital solutions within the practice, including maximising the functionality of existing systems and assisting with the adoption of new technologies such as AI to enhance service delivery and patient care.

Project Work and Service Planning Support

Support the Practice Manager and wider team in the planning, documentation, coordination, and delivery of practice improvement projects and service development initiatives.

Assist with gathering and analysing data, patient feedback, and other relevant information to inform service planning and decision-making.

Help coordinate stakeholder engagement, including staff, patients, PCNs and neighbourhoods to support collaborative service development.

Participate in practice and PCN-level meetings or working groups related to service design, digital transformation, or quality improvement.

Underpinning Policies

Confidentiality:

Adhere to the General Data Protection Regulations (GDPR) 2018. In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety policy, to include:

Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk and contribute to the practice risk register as needed Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognize people's needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate
This job description may be subject to change from time to time to reflect the changing needs of the Practice, but it is a correct reflection of the type of duties that need to be undertaken.

Person Specification

Essential

Educated to GCSE level or equivalent.

Experience of working with the general public.

Experience in working in an administrative role.

Experience in data entry, reporting and record keeping.

Experience in handling confidential information.

Excellent verbal and written communication skills.

Strong IT skills, including proficiency in Microsoft Office applications.

Clear and polite telephone manner.

Organising meetings and taking minutes/action notes.

Ability to prioritise and manage workload.

Ability to work as a team member and autonomously.

Good interpersonal skills.

Problem solving and analytical skills.

Ability to follow policy and procedure.

Understanding of GDPR and confidentiality.

Professional and courteous manner.

Flexible and adaptable approach.

Highly motivated and committed to delivering work to a consistently high standard.

Positive attitude and willingness to learn.

High levels of integrity and loyalty.

Sensitive and empathetic in distressing situations.

Resilient and calm under pressure.

Flexibility to work outside of core office hours.

Disclosure Barring Service (DBS) check.

Commitment to equality, diversity and inclusion.

Desirable

NVQ Level 3 in Business Administration or equivalent experience.

Experience of using clinical systems (e.g. TPP SystmOne).

Experience in a primary care, healthcare, or NHS setting.

Ability to produce reports and analyse data.

Project coordination or management.

Competent with using Social Media platforms.

Job Type: Full-time

Pay: 12.50-14.85 per hour

Expected hours: 37 per week

Work Location: In person