Senior Administrator

New Hayesbank Surgery; Ashford; On-site; GBP 30,000 - 40,000; Full time

Job summary

A busy Primary Care Surgery in Ashford is seeking an experienced Senior Administrator to provide high-level administrative support and enhance team efficiency. The ideal candidate will assist the Practice Manager in compliance with NHS requirements and contribute to service improvements. Strong organisational and leadership skills are essential for this role, alongside a good standard of education. This position offers the chance to play a pivotal role in a supportive team environment.

Benefits

Friendly and supportive team

Professional development opportunities

Qualifications

• Experience in an administrative support role in a healthcare setting.
• Ability to assist and lead various administrative functions.
• Understanding of NHS compliance and procedures.

Responsibilities

• Provide administrative support to the Practice Manager.
• Monitor practice contracts and oversee compliance.
• Assist Management Team with recruitment and training.

Skills

Organisational skills

Communication

Leadership

Education

Good standard of education including Maths and English (A to C or equivalent)

Supervisory qualification or experience

Educated to A level standard

Tools

Xero financial software

Job description

Overview

An exciting opportunity has arisen for an experienced administrator to join our busy Primary Care Surgery in a new Senior Admin role. This position will support the Practice Manager and wider Management Team, providing leadership within the administrative function. The role is ideal for a motivated and organised individual who is looking to take on greater responsibility, enhance their skills, and play a key part in the smooth running of the practice.

The Senior Administrator will provide high-level administrative and organisational support to the Practice Manager, ensuring the smooth and efficient running of the practice. The role will involve leading on key areas of administration, supporting compliance with NHS requirements, supervising staff where delegated, and contributing to service improvement initiatives.

Main duties of the job

• Provide day-to-day administrative support to the Practice Manager, including correspondence and document preparation.
• Ensure practice policies, procedures and protocols are maintained, up to date and accessible.
• Assist in preparing reports, audits and returns for NHS England, ICB, CQC and other regulatory bodies.
• Support the Management Team with workforce planning, rotas and staffing cover.
• Monitor practice contracts, service level agreements and supplier arrangements including all premises annual maintenance visits.
• Assist with basic financial administration such as processing invoices and supporting budget tracking.
• Ensure members of the existing staff team are aware of any changes, maintain good communication at all times with the team and foster good employee/employer relationships.
• Responsibility for appropriate paperwork checks for doctors/staff including DBS and occupational health checks.
• Ensure all staff have the appropriate level of training to enable them to carry out their roles and responsibilities effectively.
• Responsibility for information governance in conjunction with Caldicott GP Partner.
• Responsible for ensuring that all clinical and non-clinical equipment is serviced regularly and all statutory testing within the practice is carried out.
• To understand the use of the appointments system.
• To ensure in conjunction with the Management Team that we are compliant with GDPR.

About us

You will be joining a friendly, supportive, and professional team who work collaboratively to provide high-quality care for our patients. Our surgery has a welcoming and inclusive atmosphere, with a strong work ethic built on respect, teamwork, and a shared commitment to making a positive difference in the community.

Our surgery is rated "outstanding" by CQC. We are innovative and patient-centred as demonstrated by Health Watch Award for collaboration. We are part of Mid Kent PCN and work closely with the 4 other practices within the Ashford locality.

We have 18,000 patients and an excellent team of clinicians, administrators, care navigators, and allied health care professionals who work together to provide the best care.

Job responsibilities

Job Purpose

The Senior Administrator will provide high-level administrative and organisational support to the Practice Manager, ensuring the smooth and efficient running of the practice. The role will involve leading on key areas of administration, supporting compliance with NHS requirements, supervising staff where delegated, and contributing to service improvement initiatives.

Main Duties

• Provide day-to-day administrative support to the Practice Manager, including correspondence and document preparation.
• Ensure practice policies, procedures and protocols are maintained, up to date and accessible.
• Assist in preparing reports, audits and returns for NHS England, ICB, CQC and other regulatory bodies.
• Support the Management Team with workforce planning, rotas and staffing cover.
• Monitor practice contracts, service level agreements and supplier arrangements including all premises annual maintenance visits.
• Assist with basic financial administration such as processing invoices and supporting budget tracking.
• Assist in the preparation and coordination of CQC inspections, clinical governance and quality improvement programmes.
• Oversee the recruitment and selection of staff including contracts of employment and job descriptions.
• Utilise support from external agencies to ensure employment law compliance for the disciplinary and dismissal process and, after discussion with the Executive Manager and Partners, take any legal advice necessary.
• Ensure members of the existing staff team are aware of any changes, maintain good communication at all times with the team and foster good employee/employer relationships.
• Responsibility for appropriate paperwork checks for doctors/staff including DBS and occupational health checks.
• Operational Responsibilities
• Assist Management Team with the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• Ensure all staff have the appropriate level of training to enable them to carry out their roles and responsibilities effectively.
• Responsibility for information governance in conjunction with Caldicott GP Partner.
• Co-ordinating the procurement of practice equipment, supplies and services.
• Responsible for ensuring that all clinical and non-clinical equipment is serviced regularly and all statutory testing within the practice is carried out.
• Responsible for ensuring service contracts are in place and reviewed.
• Management of estates and facilities including health and safety and risk assessments.
• Strategic Management and Planning
• Work closely with the Practice Manager and appropriate members of the team to ensure that the practice meets all quality indicators and targets (including QOF and CQC).
• Develop and maintain effective communication both within the practice and with relevant outside agencies.
• Information Management
• To understand the use of the appointments system.
• Identify IT training and develop the use of the Xero financial software.
• To ensure in conjunction with the Management Team that we are compliant with GDPR.
• Ensure the DSP toolkit requirements are met.
• Oversee the digital presence and communications via the practice website, social media and SMS technology.
• Responsible for the practice response to online feedback such as NHS Choices and Google reviews, seeking advice as appropriate.
• Health and Safety
• Identifying the risks involved in work activities and undertaking such activities in a way that manages risks.
• Equality and Diversity
• The post-holder will support the equity, diversity and rights of patients, carers and colleagues, including acting in a way that recognises the importance of people’s rights and respecting privacy, dignity and beliefs.
• Personal Development
• To undertake training as required including mandatory and statutory training, core skills training and ongoing development.
• To strive to maintain quality within the practice and to alert management to issues of quality or risk.
• To effectively manage own time, workload and resources.
• To participate in practice appraisal scheme.
• To attend education and other meetings as required.
• To recognise and understand the roles and responsibilities of the whole primary care health team.
• To keep up to date with healthcare information and new healthcare policies and changes.

Person Specification

Qualifications

• Good standard of education to include Maths and English (A to C or equivalent).
• Supervisory qualification or experience.
• Educated to A level standard.

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.