Management Assistant

Weavers Medical; Kettering; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organization in Kettering seeks a full-time Administrative Support role focusing on quality assurance and clinical governance. The successful candidate will manage audits, handle complaints, and ensure compliance with safety protocols. Qualifications include A-Level standard or equivalent, along with previous experience in a clinical setting. This position offers benefits such as a company pension and on-site parking.

Benefits

Company pension

On-site parking

Qualifications

• Experience in quality assurance and clinical governance administration.
• Strong communication skills to interact with various stakeholders.
• Ability to manage audits and handle complaints.

Responsibilities

• Manage clinical and administrative audits and report results.
• Collate safety alerts and ensure compliance.
• Assist in promoting health and safety procedures.

Skills

Quality Assurance

Clinical Governance

Communication

Problem-solving

Education

A-Level standard or equivalent

Job description

To provide management support to the partnership and senior managers.

To provide quality and clinical governance administration support to the partnership and senior managers.

To monitor, manage and maintain effective processes within areas of responsibility, resolving issues as appropriate.

Main duties of the job

Key Tasks

Quality Assurance and Clinical Governance Administrative Support

• To run and manage a full cycle of various clinical and administrative audits throughout the year, collating and writing up results, passing to the partnership and senior managers for discussion at relevant meetings.
• To report any backlogs of audit work or any significant events arising from these to the partnership and senior managers.
• To set up any new ad-hoc or regular audits as instructed by the partnership and senior managers team.
• To run and manage at least 4 cycles of quality improvement (QI) throughout the year. Collate and write up results and pass to the partnership and senior managers for discussion at relevant meetings.
  • To collate all significant events and ensure they are discussed at relevant meetings.
  • Action learning points from significant events and disseminate any system or process changes, ensuring these are embedded as business as usual.
  • To undertake bi‑annual reviews of significant events, identifying themes and /or areas of concern. To pass the report to the partnership and senior managers for discussion at the relevant meetings.

Safety Alerts

• To collate all safety alerts and ensure they are logged on the spreadsheet and actioned by the clinical lead.
• Disseminate safety alerts and any associated system or process changes, to the whole team ensuring these are embedded as business as usual.
• To present safety alerts at monthly meetings for GPs and Nurses.

Complaints

• After training, to deal with simple verbal complaints, passing details and action points to the managing partner.
• To log all complaints onto the practice log system.
• To work alongside the managing partner in a training capacity, to develop the skills required to manage more complex administrative complaints.
• To undertake quarterly reviews of complaints, identifying any themes and/or areas of concern. To pass the report to the practice manager for discussion at relevant meetings.

Quality and Outcomes Framework (QOF)

• To support the partnership and senior managers in the management and implementation of QOF.
• To ensure all QOF recall systems and processes, as advised by the partnership and senior managers, are rolled out to relevant staff.
• To work alongside the operations manager in a training capacity, to continually monitor the QOF and recall systems to ensure they are robust and are meeting practice objectives.

GP Extended Access and ARI Hub

• To work as the admin lead for the GPEA and ARI hubs.
• To monitor service provision within both hubs to ensure delivery is meeting contract requirements.
• To manage any IT issues, patient record access queries, significant events, or complaints for both hubs.
• To ensure effective communication with the practice team regarding the hubs.

Other Admin Tasks

• Administration cover for absences and help with extra‑ordinary workloads.
• To help respond/troubleshoot requests for IT support and to log calls with the NEL IT service desk as required from time to time.
• Be generally involved in the administration of a small business.

Health & safety:

The post‑holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and keeping them free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Equality and diversity

The post‑holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner that is welcoming to and of the individual, is non‑judgmental and respects their circumstances, feelings priorities and rights.

The post‑holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review

Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others

Quality

The post‑holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

Effectively manage own time, workload and resources.

Communication:

The post‑holder should recognise the importance of effective communication within the team and will:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Most instruction and communication of activity will be via the practice manager.

Contribution to the implementation of services:

The post‑holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect their own work.

Participate in audit where appropriate.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this job description, the post‑holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Job Types: Full-time, Permanent

• Company pension
• On‑site parking

Person Specification

Qualifications

• Minimum Qualification at A‑Level standard or equivalent

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.