The Abingdon Surgery is committed to delivering professional, personalised, and high-quality healthcare services.
We are seeking an experienced and enthusiastic administrator to join our support team and help improve the efficiency and quality of our practice.
The Lead Admin Assistant will play a pivotal role in ensuring the smooth running of clinical administration, meeting our contractual obligations, and supporting innovation and improvement across a range of admin processes and projects.
This role requires a high level of organisation, attention to detail, and strong interpersonal skills.
Main duties of the job
Clinical Administration & Compliance
1. Ensure compliance with GP contractual requirements (QoF, IIF, LES/DES).
2. Monitor and report on performance metrics to meet contractual targets.
3. Use Ardens Manager to drive business performance.
4. Utilise Ardens Case Finders to enhance practice prevalence within QoF registers.
5. Support our second lead Admin assistant to optimise the call/recall systems for routine, seasonal, and project-based work.
6. Prepare and submit audits, data reports, and claims for enhanced services and QoF targets.
7. Undertake other administrative and reporting activities as directed by the Practice Manager or Management team.
Team Support & Training
1. Assist the Business Manager with process documentation and staff training.
2. Data Quality Management: Oversee data quality and ensure accurate coding in patient records.
3. Conduct audits and searches to support clinical and contractual targets.
4. Maintain compliance with data protection regulations and information governance policies.
5. Support the Business Manager to ensure that data sharing agreements and data protection impact assessments are optimised.
Process Improvement & Innovation
1. Plan, document, and lead regular quarterly meetings to review workflows and objectives.
Stakeholder Engagement
1. Liaise with internal teams (GPs, nurses, admin staff) and external stakeholders (PCSE, PCN, patients).
About us
The Abingdon Surgery, based in Oxfordshire, is looking for a lead admin assistant to join our friendly team.
Abingdon-on-Thames is a historic market town set on the river. It has excellent schools, transport links, and good local amenities. Oxford's cultural highlights are only twenty minutes away.
As one of the highest-rated surgeries in South Oxfordshire, our surgery strives to provide a high-quality service to patients and staff.
The successful candidate will want to join a team who is passionate about innovation, health and wellbeing, equality, and sharing workload fairly.
We offer high-quality patient-centred care while fostering a collaborative and supportive environment for all GPs and staff.
Job responsibilities
Key Responsibilities
1. Clinical Administration & Compliance
2. Team Support & Training
3. Data Quality Management
4. Process Improvement & Innovation
5. Stakeholder Engagement
Skills & Experience Required
1. Strong knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
2. Proficiency in clinical coding, audits, and data analysis.
3. Ability to extract, manipulate, and simplify complex data sets for interpretation by other colleagues.
4. Excellent organisational and interpersonal skills with attention to detail.
5. Experience in training and supporting staff in clinical administration processes.
6. Familiarity with information governance, GDPR, and CQC standards.
Person Specification
Qualifications
* GCSE grade A to C in English and Maths.
* Good interpersonal skills.
* Good organisational skills planning and prioritisation.
* Good team worker.
* Shows high ethical integrity and understands confidentiality.
* Respectful of diversity and the different life choices made by individuals.
* Personalised approach to the needs of individuals.
* Shows attention to detail when required.
* Understands the importance of compliance with best practice care pathways.
* Ability to recognise and work within limits of competence and seek advice when needed.
* Commitment to working with people who are disadvantaged by adverse circumstances.
* Strong interest in safeguarding.
* Flexible and adaptable, with a willingness to support change projects and innovation.
* Commitment to improving the efficiency and quality of administrative processes.
* Positive and proactive attitude towards identifying and implementing improvements.
* Degree educated.
* Experience of working in the health or care sector.
* Experience of direct contact with patients/service users and their carers or families.
* Experience of working within a multi-professional team.
* Experience of coordinating meetings.
* Experience of introducing and training on the use of new procedures and protocols.
* Experience of using electronic health or care records.
* Experience of working in Primary Care.
* Experience of clinical terminology and coding.
* Experience of working with EMIS and Docman.
* Experience of safeguarding in any capacity (work or voluntary).
* Experience of auditing and preparing reports to meet contractual obligations (e.g., QoF, LES/DES).
* Knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
* Familiarity with Ardens Manager and Case Finders.
* Creation of reports using Microsoft Word.
* Displaying numerical or graphical information using Microsoft Excel.
* Auditing adherence of colleagues to organisational policies and procedures.
* Creating a chronology of events from a health or care record based on a protocol.
* Identifying risk factors from a clinical or care record based on a protocol.
* Ability to extract, manipulate, and simplify complex data sets for interpretation by others.
* Knowledge of data protection regulations and information governance.
* Skills in developing clinical templates and protocols to optimise system usage.
* Proficiency in planning and documenting workflows and objectives.
* Meets DBS reference standards and criminal record checks.
* Access to own transport and ability to travel across the locality on a regular basis.
* Appropriate emotional resilience given the nature of the role.
* Able to use a keyboard and VDU for sustained periods as required by the role.
* Willingness to attend team meetings and support strategic goals of the practice.
* Familiarity with NHS systems and external stakeholders (e.g., PCSE, PCN, Ardens).
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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