Job Description

Overall Objective

To support the smooth running of the practice by overseeing day-to-day administrative functions. This includes coordinating office workflows, supporting the reception and admin teams, managing rotas, maintaining records processes, and ensuring the practice remains well-organised and well-resourced. The post-holder also provides routine administrative support to the Practice Manager and helps ensure staff have what they need to work efficiently.

Management & Governance

Coordinate daily admin, reception and secretarial workflows.

Maintain and update the admin rota; support with daily adjustments.

Ensure office supplies, clinical stationery and day-to-day resources are maintained.

Information Management & Records

Registrations/deductions/GP2GP: Oversee, accurate processes with appropriate checks and exception reporting.

Lloyd George/notes (in/out): Oversee on?site records control, retrievals/returns, and any digitisation projects. Maintain auditable logs and cost tracking

Unmatched lab reports & Docman flow: Monitor backlogs and turnaround via dashboards; ensure pathlinks/111 documents are routed, actioned and filed within agreed timeframes.

Complete PAI (Personally administered items) monthly admin tasks

Meetings, Communication & Stakeholders

Prepare agendas, take notes and circulate actions for non-clinical meetings.

Support with administrative elements of complaints (logging, drafting, forwarding).

Digital, IG & IT Enablement

Help staff with simple EMIS/Accurx/Docman issues and escalate others appropriately.

Support with new starter access requests and leaver deprovisioning.

Support Practice manager with Clinical rotas

Support Practice manager with admin rotas

Other Duties

Maintain adequate office and clinical consumables via delegated staff and ordering controls.

Attend mandatory/statutory training and role?relevant CPD.

Undertake other reasonable duties within scope of the role as directed by the Practice Manager.

Person Specification

Essential

Experience in leading/overseeing non?clinical operations in primary care or similar healthcare setting.

Confident user of EMIS, Docman and Accurx, with ability to support colleagues with routine tasks

Working knowledge of CQC, IG/GDPR and business continuity principles.

Excellent communication, organisation and stakeholder skills.

Desirable

Experience in coordinating patient call and recall processes

Working Hours:

Flexible but must work Fridays as part of the 20hours per week

Job Type: Part-time

Pay: 14.00-15.00 per hour

Expected hours: 20 per week

Work Location: In person