General Practice Management Assistant

NHS; Lincoln; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare provider in Lincoln seeks a full-time Business and Operational Manager to support the Practice. Responsibilities include management of daily operations, governance, and patient service improvements. The ideal candidate has strong IT skills, knowledge of NHS challenges, and excellent interpersonal abilities. This role offers a chance to work in a collaborative and supportive environment, dedicated to delivering high-quality patient care.

Qualifications

• Experience of web and Office-based IT systems; ability to learn and adapt to new IT systems.
• Knowledge of the NHS and challenges facing primary care.
• Strong interpersonal skills, ability to support and motivate others.

Responsibilities

• Maintain and organize the Practice diary, scheduling appointments and meetings.
• Support the Management Team in key governance activities.
• Develop the Patient Participation Group and support patient/public involvement.
• Assist with financial reporting and budget monitoring.

Skills

Experience with web and Office-based IT systems

Ability to prioritize tasks

Strong interpersonal skills

Proficiency in digital tools for remote work

Education

High school diploma or equivalent

Tools

Office software

Clinical IT systems

Practice Information Management System

Job description

Job Summary

Boultham Park Medical Practice is an inner-city practice that provides a range of primary medical services to around 10,500 patients from its surgery in Boultham, Lincoln. We are a friendly, forward-thinking and patient-focused organisation with a strong ethos of teamwork and innovation. We are looking for a full-time role that will provide business and operational management support to the Practice Manager and Partners.

About Us

Boultham Park Medical Practice is located just to the south of the centre of Lincoln, next to Boultham Park, with good access including bus routes and free car parking for staff and patients. We are a friendly, hardworking and supportive team aiming to deliver a high standard of care to all patients, while maintaining a manageable work-life balance for staff. We are part of the Apex Primary Care Network (PCN) and work closely with colleagues in member Practices. The team includes 3 Partners (2 GPs and a Clinical Pharmacist), a clinical team of 4 Salaried GPs, 1 Nurse Practitioner and a Practice Nursing team, plus PCN ARRS staff support (acute illness Hub, Care Home/Frailty team, Senior Mental Health Nurse, First Contact Practitioners, Clinical Pharmacists and Pharmacy Technician support).

We aim for all staff to deliver high quality patient care in a pleasant, caring and supportive work environment.

Details

Date posted: 10 September 2025

Pay scheme: Other

Salary: Depending on experience

Contract: Permanent

Working pattern: Full-time

Reference number: A2616-25-0005

Job locations: Boultham Park Medical Practice, Boultham Park Road, Lincoln, LN6 7SS

Job Description

Job responsibilities

• Administration
  • Maintain and organise the Practice diary, scheduling appointments and meetings as required.
  • Assist with administrative tasks such as document preparation, filing and data entry.
  • Handle incoming inquiries and direct them appropriately.
  • Assist in organising and preparing for meetings, taking minutes and maintaining action logs and project plans when necessary.
  • Undertake additional tasks and projects as directed by the Practice Manager.
• Operational Support
  • Maintain practice policies and procedures.
  • Oversee and keep updated the Practice Information Management System and ensure colleagues have access to the required policy and contact information.
  • Liaise with contractors to ensure external maintenance checks are conducted.
  • Support the Management Team in key governance activities.
  • Support the Practice Manager in ensuring compliance with CQC standards, GDPR, safeguarding and other regulatory requirements.
  • Liaise with external NHS organisations to ensure staff have access to systems as required.
  • Coordinate, document and acknowledge all patient complaints using the in-house complaints procedure; draft initial responses and manage complaint logs.
  • Liaise with PCN colleagues to support collaborative working and attend relevant PCN meetings.
• HR
  • Work with the Practice Manager, Department Leads and Partners on recruitment, selection and induction of new staff.
  • Maintain personnel and attendance records; ensure statutory requirements are fulfilled and adapt to changes.
  • Support policy development and process improvements; maintain confidentiality and promote professionalism.
  • Provide support to colleagues and act as Freedom to Speak Up champion.
  • Oversee induction of new staff and locum GPs; audit HR records, checks and appraisals; manage training records and compulsory training.
  • Ensure each job role has an up-to-date generic job description aligned to development objectives.
• Patient & Practice Services
  • Develop the Patient Participation Group (PPG) and support patient/public involvement; attend meetings as appropriate.
  • Improve patient experience and feedback mechanisms, including surveys and digital engagement.
  • Coordinate administration across the practice, including health and safety protocols and risk assessments.
  • Coordinate communications between Practice Manager, patients and external contacts (messaging campaigns, website).
  • Keep patient information up-to-date (practice leaflets, website, patient leaflets).
• Finance
  • Assist with financial reporting, budget monitoring and procurement as directed by the Practice Manager.
  • Other duties related to supporting finance functions may be required.
• IT
  • Maintain and update the practice website; support clinical access systems and the electronic patient record.
  • Assist colleagues with IT issues; understand GDPR and NHS Digital standards.
  • Recognise phishing attempts; manage secure login protocols (e.g., smartcards, MFA); manage access rights and confidentiality across systems.
  • Support digital onboarding and system navigation; use tools like TeamNet Clarity for policies, training logs and CQC prep; run reports for QOF, Enhanced Services, and workforce compliance; use MS Teams for meetings and remote support; create digital forms for feedback or patient surveys.

Person Specification

Experience

Essential

• Experience of web and Office-based IT systems; ability to learn and adapt to new IT systems.
• Knowledge of the NHS and challenges facing primary care.
• Knowledge of HR, health and safety and governance principles.
• Able to solve basic IT issues.

Desirable

• Knowledge of clinical IT systems with contingency planning for IT problems.
• Knowledge of governance (clinical, HR and H&S).
• Experience in General Practice preferred.

Skills and Abilities

• Ability to prioritise tasks, manage time, and maintain organized files.
• Project planning and ability to work unsupervised; excellent written and verbal communication.
• Proactive in supporting a multidisciplinary team; confident using digital tools for remote work (e.g., MS Teams).
• Understanding of General Practice operations, QOF, Enhanced Services and CQC requirements.
• Strong interpersonal skills, ability to support and motivate others.
• IT literate with good keyboard skills; attention to detail; ability to make decisions under time pressure.
• Discretion with confidential information; ability to identify and resolve operational issues; adaptable to change.
• Self-driven, reliable, highly organised with strong people skills; commitment to excellent patient care; positive and resilient with a sense of humour.

Desirable

• Team-working, emotional intelligence; open and honest communication; ability to coach others; fosters a safe environment for creativity.

Qualifications

Essential

• High school diploma or equivalent

Desirable

• Recognised management qualification; degree or management diploma; education to A Level standard or graduate level.

Disclosure and Background

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a Disclosure to the Disclosure and Barring Service (DBS) will be required to check for previous convictions.

Employer details

Boultham Park Medical Practice, Boultham Park Road, Lincoln, LN6 7SS