Job Description

This is a Practice based role and the successful applicant will be required to work on site for the contracted hours.

JOB SUMMARY

To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the Management team. They will work under the direction of the Contracts & Finance Manager, striving to enhance a number of key systems in both clinical and administrative areas. They will also champion ED&I, SHEF, Quality & CI, Confidentiality, Collaborative Working, Service Delivery, Learning and Development, promoting a positive working environment. To be responsible for the day-to-day functionality of the practice Information & Technology systems, in support of the multidisciplinary team. Duties can include but are not limited to, administration of databases, user accounts, housekeeping, upgrades and general queries. In addition, the post-holder will be required to provide support to the multidisciplinary team, ensuring all issues are resolved or escalated in a timely manner. To be responsible for all aspects of clinical research The Business Support Officer will also champion quality and improvement programmes, confidentiality, collaborative working, service delivery, learning and development, promoting a positive working environment

DUTIES AND RESPONSIBILITIES

Primary Responsibilities

Supporting the Management Team as required with projects, systems and procedures Undertaking tasks as directed by the Contracts & Finance Manager and Practice Manager in areas of change management and continuous improvement Providing key performance information as requested Supporting the Management Team in monitoring compliance with health and safety legislation, providing leadership and direction for staff Providing administrative support for compliance registers, supporting the Practice Manager, ensuring DBS checks are conducted Coordinating the practice diary, ensuring meetings are scheduled appropriately Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings Supporting the Practice Manager in the marketing of the practice Ensuring the practice and NHS Choices websites are current and reflect the objectives of the practice Drafting of the practice newsletter on a quarterly basis Arranging PPG meetings, preparing agendas and producing minutes Effective monitoring of the Friends and Families Test Supporting the Practice Manager in the reviewing and updating of practice policies and procedures Carrying out general clerical and office management duties and maintain an efficient filing system Overseeing the administrative elements of QOF, liaising with GPs, Nursing staff and receptionists Ordering of staff refreshments and supplies, and ensuring effective stock control as required Setting up, coordinating and supervising clinical research studies Preparation of research files and associated paperwork Setting up 'site files' for each study in accordance with Good Clinical Practice (GCP) and Research Governance Checking recruitment of patients into studies, including checking consent paperwork and ensuring that all relevant data has been recorded Ensuring compliance with study protocols and ethical approvals Liaising with study sponsors and research governance departments as required Communicating effectively with all disciplines of staff involved in the research studies The provision of a local support service to all staff, resolving issues with IT systems and equipment Arranging staff access to clinical systems as appropriate Performing regular system checks to maximise performance Providing training to all staff as required, ensuring the effective use of all systems Ensuring staff adhere to practice policies regarding IT security and ensuring conformance to Information Governance Delivering the IT related elements of the staff induction programme Building, generating and carrying out searches as required by the practice team to enable reports to be produced and action plans devised Configuring searches and interpreting data for audit purposes Supporting the team in the effective use of searches, audits and recalls Supporting the team in the use of the clinical system Acting as a liaison between the practice and external agencies, for the timely management of all faults Sending out mail merges for a number of campaigns i.e. flu Ensuring all staff have the appropriate smart card access to the clinical system Managing all elements of the online patient access software Ensuring the Practice Manager is updated regarding the release of Patches and upgrades Supporting the Practice Manager in the writing of all IT related policies and protocols and user guides Monitoring and maintaining the waiting room screens, ensuring content is current, troubleshooting technical issues, and updating information as needed Updating and maintaining the Practice website content to ensure accuracy, relevance, and a positive user experience. This includes regular content audits, implementing design enhancements, and collaborating with Practice teams to integrate new features. Continuous monitoring for technical issues and implementing solutions to optimise website functionality and performance Overseeing social media pages, including content creation, scheduling posts, and engaging with the patients Developing and implementing social media strategies aligned with NHS campaigns and general health promotion. Monitoring analytics to evaluate performance and adjust content strategies. Stay updated on health campaigns and public health issues to ensure a dynamic and impactful online presence Maintaining and updating staff noticeboards with pertinent information, announcements, and relevant documents. Regularly ensuring that the content is current, clear, and aligned with organisational goals. Collaborating with various team leads to gather and communicate important updates, events, and policies to foster effective internal communication Disseminating staff updates via TeamNet, ensuring timely and accurate distribution of information. Collaborate with relevant teams to gather updates and communicate them effectively on the platform. Maintain a streamlined process for sharing important news, announcements, and policies to enhance team cohesion and awareness

Secondary Responsibilities

Support the Management Team in the absence of the Practice Manager Act as the primary point of contact for NHS(E), ICB, PCN/Federation community services, suppliers and other external stakeholders in the absence of the senior management team Support the practice audit programme, undertaking audits when necessary Assist with the recruitment of staff as requested by the Practice Manager Support the Practice Manager with CI and change initiatives Manage asset registers as directed by the Practice Manager Contribute to the development of the strategic objectives of the practice, providing specialist IT knowledge Contributing to the development, implementation and embedding of an effective practice training programme for all staff Support in the configuration (activation and de-activation) of all staff user and email accounts In conjunction with the Practice Manager, set and monitor performance targets, identifying areas for improvement to enhance patient services Represent the practice locally as required Maintain a working knowledge of ICB, Federation and PCN initiatives Liaise with the ICB and other external stakeholders in relation to IT matters

PERSON SPECIFICATION

ESSENTIAL

GCSE English (C or above) and at least three others Experience of working in a health care setting NHS / Primary Care General Practice experience Experience of administrative duties Relevant health and safety experience Experience of producing agendas and minutes for meetings Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Systmone user skills Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to develop, implement and embed policy and procedure Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Problem solver with the ability to process information accurately and effectively, interpreting data as required High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure / in stressful situations Able to communicate effectively and understand the needs of the patient Ability to drive and deliver change effectively Ability to manage own workload Excellent planning and organisational skills using own judgment to prioritise workload effectively Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions Effectively utilises resources Punctual and committed to supporting the team effort Disclosure Barring Service (DBS) check Maintains confidentiality at all times

DESIREABLE

Educated to A-level / equivalent or higher, with relevant experience Experience of working with the general public Strategic thinker Flexibility to work outside of core office hours
Job Types: Full-time, Permanent

Pay: 12.21-12.50 per hour

Expected hours: 37.5 per week

Benefits:

Company events Company pension Free flu jabs Free parking On-site parking Sick pay
Schedule:

Monday to Friday
Application question(s):

Do you have at least 2 years of experience working in an IT support, network administration, or similar technical role?
Experience:

General Practice: 1 year (preferred)
Work Location: In person

Application deadline: 16/07/2025