Job summary
We are looking for an experienced, organised and proactive Senior Administrator to join our busy and friendly GP practice.

This Role will be Monday to Friday 25-35 hours

This is an excellent opportunity for an experienced GP practice administrator who is looking to take the next step in their career and play a key role in supporting the smooth day-to-day running of our administrative services.

The successful candidate will have previous experience working within general practice and will ideally have a good working knowledge of EMIS Web, clinical coding, document workflow and QOF.

You will work closely with the Practice Manager and wider practice team and will have responsibility for supervising and supporting members of the administration team, ensuring work is appropriately allocated, completed within agreed timescales and to a high standard.

We are looking for someone who is confident, approachable and able to use their initiative. You will need excellent organisational skills, attention to detail and the ability to prioritise competing demands in a busy GP practice.

Main duties of the job
The Senior Administrator will have responsibility for coordinating and overseeing a range of administrative and clinical support functions

About us
Regent Square Group Practice is a busy, established NHS GP practice providing care to a large and diverse patient population.

We have a committed multidisciplinary team and are continually looking at ways to improve our systems, processes and patient services.

We are looking for someone who will become an important member of our administrative leadership team and who can bring experience, organisation and a positive approach to the role.

This is a varied position offering the opportunity for the successful candidate to develop their skills and make a real contribution to the effective running of the practice.

Job responsibilities
Main duties of the job
The Senior Administrator will have responsibility for coordinating and overseeing a range of administrative and clinical support functions, including:

Team Leadership and Supervision

• Supervise and support members of the administration team on a day-to-day basis.
• Allocate and monitor administrative workload to ensure tasks are completed appropriately and within required timescales.
• Provide guidance and support to staff and act as a point of escalation for administrative queries.
• Assist with staff induction, training and development.
• Support the Practice Manager with monitoring performance, identifying training needs and improving administrative processes.
• Help maintain effective communication across the administration team.
• Promote a positive, supportive and professional working environment.

EMIS Web, Clinical Coding and Document Management

• Manage and monitor EMIS Web clinical document workflow.
• Ensure incoming clinical correspondence is processed accurately and efficiently.
• Read, interpret and appropriately code clinical information using the correct Read/SNOMED codes in accordance with practice protocols.
• Ensure relevant information is accurately entered onto patient records.
• Identify information requiring clinical review and appropriately allocate or escalate tasks to the relevant clinician.
• Support the summarising and updating of patient records.
• Monitor the quality and completeness of coding and document processing.
• Support coding audits and data-quality checks.
• Ensure documents are accurately scanned, coded, filed and actioned.

QOF and Practice Performance

• Take responsibility for the administrative elements of Quality and Outcomes Framework (QOF).
• Work closely with the QOF/clinical leads to monitor achievement against targets.
• Run and review searches and reports using EMIS.
• Identify patients who require recalls, reviews or outstanding interventions.
• Maintain accurate registers and ensure relevant information is coded correctly.
• Assist with QOF audits, data validation and preparation for reporting/submission.
• Support the practice in maximising achievement against QOF and other contractual requirements.

General Practice Administration

• Support the Practice Manager with the effective running of the administrative function.
• Monitor administrative workflows and identify opportunities for improvement.
• Assist with referrals, registrations, medical records and other patient administration processes.
• Support the preparation and processing of practice documentation, reports and correspondence.
• Assist with audits, searches and data collection as required.
• Maintain confidentiality and comply with GDPR, information governance and practice policies at all times.
• Work collaboratively with GPs, nurses, pharmacists, administrators, reception and other members of the wider practice team.
• Undertake other appropriate duties within the scope of the role as required.

Person Specification
Knowledge and Skills
Essential

• We are looking for someone who is:
• Organised and reliable
• Confident in supervising others
• Experienced in general practice
• Proficient in EMIS Web
• Accurate and detail-focused
• Knowledgeable about QOF and clinical coding
• Able to work under pressure
• A good communicator
• Proactive and able to identify problems and solutions
• Committed to providing a high standard of service to patients and colleagues
• If you are an experienced GP practice administrator who is ready to take on a senior role and would enjoy helping to lead and develop an administrative team, we would be very pleased to hear from you.

Experience
Essential

• Previous experience working in a GP practice or primary care environment.
• Good working knowledge of EMIS Web.
• Experience of clinical document workflow.
• Experience of clinical coding and summarising patient records.
• Good understanding of QOF and how accurate coding and data quality contribute to achievement.
• Previous experience of supervising, supporting or leading staff.
• Excellent organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritise workload and meet deadlines.
• Ability to work independently and use initiative.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and understand the importance of information governance.
• A professional, positive and flexible approach to work.

Desirable

• Experience of running EMIS searches.
• Experience of QOF searches, recalls and audits.
• Experience of supporting practice audits and data quality work.
• Experience of training or mentoring administrative staff.
• Knowledge of NHS GP contractual requirements and enhanced services.
• Experience of working with clinical and non-clinical teams.

Qualifications
Essential

• GCSE grade A to C in English and Maths

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.

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