GP Practice Systems and Administration lead

Mayfield Surgery; City Of London; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare provider in London is seeking a Systems and Administration Lead to manage nonclinical operations and ensure timely patient access. The ideal candidate has substantial experience with EMIS and leadership in a healthcare setting. Responsibilities include managing workflows, supporting compliance, and enhancing service delivery. The position is full-time at 37.5 hours per week with a salary dependent on experience.

Qualifications

• Proven experience in creating GP sessions on EMIS.
• Significant experience leading nonclinical operations in primary care or similar healthcare settings.
• Strong command of EMIS, Docman, Accurx and digital telephony workflows.

Responsibilities

• Own the smooth running of all nonclinical operations to ensure timely patient access.
• Plan and coordinate day-to-day workflows across Reception, Administration and Secretarial functions.
• Support the practice manager to adhere to CQC regulations.

Skills

Back end functions of EMIS

Locum bookings

Leading nonclinical operations

Communication skills

Organisational skills

Stakeholder management

Education

Formal management qualification

Tools

EMIS

Docman

Accurx

Surgery Connect

Job description

GP Practice Systems and Administration lead

Own the smooth running of all non clinical, front of house and backoffice operations so patients receive timely, consistent access and the practice meets operational, contractual and regulatory standards. Lead delivery thorough continuous improvement.

About Us

• Training practice with a list size of 6,900 patients
• Based in the heart of Roehampton, serving a diverse community
• Strong multi-disciplinary team including GPs, Nurses, Pharmacists, Social Prescriber, First Contact Physiotherapist, Health & Wellbeing Coach and more
• Rated Good across all areas by the CQC
• Proud member of PRIME PCN with strong links to Wandsworth GP Federation and ICB
• Modern systems in place including Total triage, EMIS, Docman and Accurx to support safe, high-quality care

Main duties of the job

The Systems and administration lead will support the practice in the following areas:

• Management and Governance
• Access, Capacity and Clinic operations
• Information management and records
• Population health and recalls (Oversight)
• Meetings, communications and stakeholder management
• Digital, Information governance and I.T Enablement
• Other duties

About us

Mayfield surgery are based in the heart of the Roehampton community and have a friendly and supportive practice team.

We are an enthusiastic and forward-thinking team of health care professionals and administrative colleagues, committed to multi-disciplinary team working and offering patient centered high quality care.

We use total a "Total triage" or "Modern general practice" pathway which ensure that all patient medical request are reviewed by a clinician, prior to appointments being offered. This means that we can ensure the patients are seen by the appropriate service.

The Practice uses Accurx and Docman for Workflow management. We also outsource medical report requests.

Practice information:

GP Training Practice

PMS Practice

Practice list size 6,800

3 Partners, 3 Salaried GPs, 1 Advance Nurse Practitioner, 1 Practice Nurse, 1 Nurse Associate, 1 Mental Health Liaison worker and 1 Drug and alcohol counsellor.

ARRS roles including Pharmacists. Social Prescriber, first contact physiotherapist, and Health and Wellbeing Coach

GP led long term condition clinics.

High QOF achievement

CQC rating of good across all areas.

Strong links with PRIME PCN, Wandsworth GP federation and Wandsworth ICB team.

Job responsibilities

Job Title:Systems and administration lead

Hours: 37.5 hoursper week

Salary: Dependent on experience

Accountable to: PracticeManager

Daytoday Oversight:Reception, Administration and Secretarial functions

Overall Objective

Own the smooth running of allnonclinical, frontofhouse and backoffice operations so patients receivetimely, consistent access and the practice meets operational, contractual andregulatory standards. Lead delivery thorough continuous improvement.

Management & Governance

Systems and administration lead leadership: Plan, coordinate and continuously improve daytoday workflows across Reception, Administration and Secretarial functions. Prioritise safe capacity, access, and turnaround times.

Rotas & coverage: Create clinical sessions on EMIS. Ensure safe cover levels and effective use of annual/study leave.

Business continuity: Own nonclinical elements of the Business Continuity Plan for EMIS, Docman, Accurx, TQuest, telephony and premises access. Run tests and lessonslearned.

CQC and governance: Support the practice manager to adhere to CQC regulations including the creation of documentation

Oversee the monthly administration rota.

Oversee the daily admin rota and manage any dayto day issues.

Access, Capacity & Clinic Operations

Appointment book/session management: Day to daymonitoring of the clinical appointment book. Ensure timely upload to EMIS,effective annual/study leave cover planning, and minimal adhoc locum use.Regularly reviewing for any required amendments.

Locum coordination: Ensure accurate, compliantbooking processes, a maintained contact list, clear records of sessions, and regular reporting to the Practice Manager.

Telephony & demand data: Use Surgery Connectdata and EMIS/Accurx metrics to monitor call volumes, queue times, abandonmentrates, timetoanswer and outcomes. Convert findings into changes in rota,workflow and patient communications.

Information Management and Records

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

Lloyd George/notes (in/out): Oversee onsiterecords control, retrievals/returns, and any digitisation projects. Maintainauditable logs and cost tracking.

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

PPA claims: Ensure accurate submissions, storageand reconciliation of claims data; maintain a clear audit trail.

Population Health & Recalls (Oversight)

Digital outreach: Promote batch messaging andpatientfriendly comms to improve uptake, working with the clinical lead(s) forcontent.

Meetings, Communication & Stakeholders

Internal cadence: Chair or coordinatenonclinical huddles, operations meetings and action logs. Track actions tocompletion.

External stakeholders: Arrange and support MDTsand care home meetings. Represent the practice when delegated.

Complaints (admin): Triage and lead responses toadministrative complaints in line with policy; track learning and themes.Escalate clinical elements appropriately.

Digital, IG & IT Enablement

IT coordination: Provide firstline practicesupport for EMIS, Docman, Accurx, Surgery Connect and smartcard issues. Liaisewith support teams and keep staff informed.

On/Offboarding: Ensure timely access setup,rolebased permissions and leaver deprovisioning for all nonclinical staff andlocums.

Other Duties

Maintain adequate office and clinicalconsumables via delegated staff and ordering controls.

Attend mandatory/statutory training androlerelevant CPD.

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

Person Specification

Experience

• Has experience with "back end functions" of EMIS and workflow sections
• Proven experience creating GP sessions on EMIS
• Proven experience in locum bookings
• Significant experience leading nonclinical operations in primary care or
• similar healthcare setting.
• Strong command of EMIS, Docman, Accurx and digital telephony workflows.
• Evidence of using data to drive access and turnaround improvements.
• Working knowledge of CQC, IG, GDPR and business continuity
• Excellent communication, organisation and stakeholder skills.
• Experience coordinating recalls performance with clinical leads.
• Formal management qualification or leadership training.

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.