£27,000.00 to £29,000.00 per year (£27000.00 - £29000.00 a year)
Contract Type: Permanent
Hours: Full time
Disability Confident: No
Closing Date: 26/03/2026
About this job
Responsibilities for Human Resources
Responsibilities
- Line‑manage administrational staff, supporting the Deputy Practice Manager/Practice Manager.
- Ensure regular supervisions and annual appraisals for the administrative team.
- Provide coaching, support and feedback to staff in line with company policies and procedures.
- Ensure all new starters complete induction training and keep starter packs up to date.
- Maintain accurate records of appointments, messages, visits, post, patient registration, repeat prescriptions, filing systems, births and deaths.
- Collaborate with the Clinical Lead to ensure smooth running of the site and provide administrative support to the clinical teams.
- Coordinate rotas of admin staff and leave requests to ensure efficient operation of all sites and services.
- Provide day‑to‑day support, leadership, first‑line management and guidance for the practice reception and administration team, covering the reception team when needed.
- Communicate effectively with patients, staff and external agencies.
- Act as first point of contact for patient complaints, owning and resolving issues promptly.
- Involve patients in service improvement through quarterly Patient and Public Involvement (PPG) sessions and other feedback methods.
- Maintain excellent communication with the management team and attend management and site meetings.
- Coach, train, develop and motivate all administrational and reception staff.
- Conduct supervisions, appraisals and formulate development plans for each team member.
- Set SMART objectives for each team member in relation to their roles and responsibilities.
- Manage relevant absence processes where applicable.
- Promote continual improvement in the surgery through shared learning with the Deputy Practice/Practice Manager.
- Ensure all processes and policies are adhered to in line with SPCT values.
- Participate in recruitment and selection of new staff with the Clinical Leads and Deputy Practice Manager.
- Handle day‑to‑day needs, difficulties and requirements of the clinical staff.
- Manage health & safety and infection control for self and others, following the Practice Health & Safety Policy, Manual and Infection Control Policy.
- Comply with health & safety policies, report hazards promptly and keep work areas clean and hygienic.
- Maintain awareness of national standards of infection control, hygiene, regulatory/contractual/professional requirements and good practice guidelines.
- Report incidents via the organisation’s Incident Reporting System and use personal security systems as per Practice guidelines.
- Maintain good housekeeping of the admin and reception areas.
- Ensure staff, visiting staff and visitors are signed in/out to maintain building security.
- Maintain KPIs around delivery of service to patients.
- Lead and coordinate administrational functions to support shared services and employees.
- Analyse service provision with the Deputy Practice Manager and improve processes for optimum productivity and efficiency.
- Ensure health and safety for all employees and patients at the site.
- Adhere to legislation and compliance requirements at all times.
- Coordinate and manage administrative rota and leave requests.
- Plan and organise workloads to meet deadlines and patient needs.
- Provide regular performance updates to the Deputy Practice Manager and the Management Team.
- Work with the Management Team on new projects, ensuring company policies are followed and accurate records are kept.
- Represent the company positively and collaborate with internal and external partners for integrated service delivery.
- Monitor, evaluate and manage service processes and protocols, ensuring staff adherence.
- Assist in the formulation of new policies, processes and system implementation.
- Support staff in the use of front‑end systems, telephone systems and software/hardware.
- Produce and monitor site data to ensure targets are met.
- Report significant events as per SPCT procedures and participate in shared learning.
- Review and identify learning from complaints, incidents and near‑miss events.
- Manage resources such as stationery and ordering efficiently.
- Encourage staff to update and develop their skills with evidence-based knowledge and competence, maintaining a Personal Development Plan (PDP).
- Deliver NHS contract requirements, including the Quality and Outcomes Framework and locally enhanced services.
- Comply with all SPCT policies and procedures, identify improvements where appropriate, and uphold confidentiality of records.
- Follow safeguarding policies, reporting mechanisms and training requirements, ensuring compliance with modern slavery and human trafficking legislation.
- Maintain safeguarding responsibilities for children and adults at risk.
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