Lead Admin Assistant

Allscreens Nationwide Ltd; Abingdon (VA); On-site; USD 34,000 - 47,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Lead Admin Assistant to support clinical administration, ensure QoF/IIF/LES/DES contractual compliance, and drive performance reporting across the trust.

You will lead data quality initiatives, manage audits, develop templates and protocols, and train staff while deputising for the Administration Manager and collaborating with GPs, nurses, PCSE and external partners to sustain safe and efficient patient services.

Qualifications

• Strong knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
• Proficiency in clinical coding, audits, and data analysis.
• Experience in training staff in clinical administration processes.
• Familiarity with GDPR and CQC standards.

Responsibilities

• Oversee data quality and ensure accurate coding in patient records.
• Audit compliance and prepare reports to meet contractual targets.
• Support change projects and health campaigns to improve patient care.
• Provide training and guidance to admin staff and maintain templates.

Skills

Clinical administration

Data analysis

Audits

Team training

Interpersonal skills

GDPR / IG

Tools

Ardens Manager

Ardens Case Finders

Job description

Key Responsibilities

Clinical Administration & Compliance Ensure compliance with GP contractual requirements (QoF, IIF, LES/DES). Monitor and report on performance metrics to meet contractual targets. Use Ardens Manager to drive business performance Utilise Ardens Case Finders to enhance practice prevalence within QoF registers. Buddy up with our second lead admin assistant to optimise outcomes for routine, seasonal, and project-based work. Prepare and submit audits, data reports, and claims for enhanced services and QoF targets. Undertake other administrative and reporting activities as directed by the Practice Manager or Management team.

Team Support & Training Assist the Administration Manager with process documentation and staff training. Develop and maintain clinical templates and protocols for optimal system use. Ensure that old templates and protocols are appropriately archived Provide technical support to colleagues and foster a collaborative work environment.

Data Quality Management Oversee data quality and ensure accurate coding in patient records. Conduct audits and searches to support clinical and contractual targets. Maintain compliance with data protection regulations and information governance policies. Support the Business Manager to ensure that data sharing agreements and data protection impact assessments are optimised.

Process Improvement & Innovation Plan, document, and lead regular quarterly meetings to review workflows and objectives. Drive improvements in patient care by supporting change projects and health campaigns, including immunisations. Identify and act on areas for data quality improvement in collaboration with clinical teams.

Stakeholder Engagement Liaise with internal teams (GPs, nurses, admin staff) and external stakeholders (PCSE, PCN, patients). Act as a subject matter expert and key contact for NHS(E), local authorities, and external service providers.

Skills & Experience Required

Strong knowledge of GP contractual frameworks (QoF, IIF, LES/DES). Proficiency in clinical coding, audits, and data analysis. Ability to extract, manipulate and simplify complex data sets for interpretation by other colleagues Excellent organisational and interpersonal skills with attention to detail. Experience in training and supporting staff in clinical administration processes. Familiarity with information governance, GDPR, and CQC standards.

Scope of Role

The Lead Admin Assistant will work closely with the Administration Manager, Practice Manager, Operations Manager and clinical teams to maintain high standards of care and practice efficiency. You will be expected to deputise for and swap roles with the second lead admin assistant to ensure you build knowledge and capability across all aspects of the lead admin role. The role requires flexibility, adaptability, and a commitment to the surgery's vision and values. Support the Business Manager as required.

Key Relationships

Internal: GPs, nurses, admin team, Practice Manager, Business Manager, Admin Manager, Patient Services Manager, Lead Admin. External: Patients, PCSE, Ardens, NHS(E), solicitors, coroners office, PCN Partners.

Additional Duties

Attend team meetings and contribute to the practices strategic goals. Act as a point of contact during absences of senior admin staff. Support the practices compliance with CQC standards and other regulatory requirements.

Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust