Management Assistant

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

Job summary

A healthcare provider located in Lincoln is seeking a Management Assistant to support operations and manage HR tasks. The role involves overseeing administrative processes, ensuring compliance with NHS requirements, and supporting the leadership team. Ideal candidates should have experience in primary care, a deep understanding of NHS IT systems, and strong people management skills. This part-time position offers a fantastic opportunity to join a supportive team and contribute to a busy practice.

Qualifications

• Essential experience in primary care and knowledge of NHS IT systems.
• Ability to manage a team and communicate effectively.
• Experience in HR administration and support.

Responsibilities

• Support the GP Partners and Practice Manager in day-to-day operations.
• Lead on the attainment of targets and compliance with NHS requirements.
• Oversee administrative processes and manage HR tasks.

Skills

Experience in primary care

Knowledge of NHS IT systems

Strong people management skills

Proactive problem-solving

Adaptable attitude

Education

GCSE Grade AC in English and Maths

Tools

SystmOne

Microsoft 365

Job description

Job Summary

Minster Medical Practice is seeking a Management Assistant (job share) 18 hours a week over 2 or 3 days to work alongside our Practice Manager and the current Management Assistant. This is a fantastic opportunity to join a supportive leadership team and play a key role in the day-to-day running of our busy but friendly practice, situated in uphill Lincoln.

The Successful Candidate Will Bring

• Experience in primary care and knowledge of NHS IT systems (essential)
• Strong people management skills and a proactive approach to problem‑solving
• A positive, adaptable attitude and the ability to work on their own initiative while supporting others

Main Duties of the Job

• Support the GP Partners and Practice Manager in ensuring the smooth day‑to‑day running of the practice
• Act as a member of the surgery management team with delegated responsibility for operational leadership
• Oversee the effective processing of administrative work and liaise with administration teams to maintain excellent communication and workflow
• Lead on the attainment of local and national targets, ensuring compliance with NHS requirements
• Take responsibility for key areas including:
  • HR administration (day‑to‑day)
  • Annual leave management
  • Staff appraisals
  • Complaints handling
  • Inducting new staff members
  • First‑line support for IT issues

About Us

Minster Medical Practice is a well‑established and friendly practice with many long‑serving team members. The appointment of a Management Assistant will strengthen our leadership team, enabling us to respond effectively to the ever‑changing environment of primary care.

Work Pattern and Salary

• Contract: Fixed term – 12 months
• Working pattern: Part‑time – 18 hours a week
• Salary: Depending on experience

Key Responsibilities

• Demonstrate an understanding of health services and a passion for improving lives and healthcare
• Support the GP Partners and Practice Manager in ensuring the smooth running of the practice
• Act as a member of the surgery management team with delegated responsibility for day‑to‑day operations
• Ensure effective processing of administrative work and liaise with teams to achieve local and national targets

Admin & Secretarial Team

• Oversee the medical administration and secretarial team, providing leadership and clarity of roles
• Manage day‑to‑day HR including staff development, recruitment, training, reviews, annual leave, and absence management
• Ensure sufficient staff coverage at all times and address issues as they arise with support from the wider management team

Clinical (Non‑GP) Team

• Provide HR administration support for the Lead Nurse, including timely completion of reviews
• Manage room bookings, holiday rotas, and ensure clinics are set up correctly
• Add new staff members onto the system and support smooth integration

Site Management

• Act as a point of contact for staff onsite, responding to issues and supporting with IT queries
• Accept deliveries and visitors, ensuring smooth day‑to‑day site operations
• Oversee and audit cleaning, security, and maintenance of the site
• Work with administrators to ensure appointment functionality across GPs, clinical staff, and reception/admin teams

IT System Management

• Maintain strong knowledge of SystmOne, SystmConnect, Abtrace, WebV, Microsoft 365
• Ensure compliance with data protection and Caldicott guidelines
• Train and support staff in IT systems and keep abreast of changes

Practice Manager Administration Support

• Assist with HR and recruitment processes, including arranging interviews and preparing paperwork
• Contribute to project management and administrative tasks as required
• Ensure smooth running of practice events such as staff training days, Patient Participation Group meetings, and social events
• Deputise for the Practice Manager when needed

Communication

• Develop internal communications to ensure staff are informed of developments
• Attend staff meetings and deliver training where required
• Support patient communication and engagement, identifying ways to improve interaction and satisfaction

Person Specification – Experience

• Experience of working in a GP Practice
• Experience of working in a management or supervisory role
• Experience of using and supporting others to use IT system
• Experience and advanced knowledge of SystmOne
• Understanding of HR processes and admin required
• Experience of working in a multi‑disciplinary team, including staff across different age and experience groups

Desirable – Experience

• Experience of project management and delivery

Qualifications – Essential

• GCSE Grade AC in English and Maths
• Experience of working in General Practice

Qualifications – Desirable

• Higher Education qualification
• Management qualification or experience in management within primary care
• Understanding of clinical requirements and policy for NHS staff
• Clean drivers licence and access to a vehicle

Attitude and Character – Essential

• Ability to lead and manage a team
• Excellent communicator both spoken and written
• To be committed to quality and continuous improvement and the development of patient care, through improving performance and better utilisation of resources available
• A team player, friendly and approachable, and able to communicate well with colleagues and staff and be a positive role model and influence on the team. To be considerate of others' requirements and champion equality and diversity within the practice
• A positive can‑do attitude
• Able to manage risk and prioritise tasks well
• Respond to a fast‑paced working environment and be able to lead within the practice framework and culture
• To be able to spot and highlight potential mistakes or risks before they become a problem
• To provide solutions to problems and implement changes.
• To be able to follow up with required paperwork and amendments to policy
• To be able to bring positive challenge to staff in order to provide clarity, performance improvement and overall staff job satisfaction
• To support the implementation of staff initiatives to promote wellbeing and team building
• To be able to provide and interpret performance reports and respond accordingly
• Must be adaptable and comfortable dealing with changing priorities
• To be able to manage a busy schedule, but also to realise limitations and manage own resilience when workload is heavy
• To be able to remain calm in event of an emergency and respond well to support patient and staff safety under the guidance of the practice leadership team

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.

Contact

Minster Medical Practice
Cabourne Court
Lincoln
LN2 2JP
Employer's website: https://www.minstermedicalpractice.co.uk/