Job description

Job responsibilities

The following are the core responsibilities of the Practice Management Coordinator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Coordinate and maintain records of Significant Events and associated actions.

b. Coordinate Clinical and GSF meetings, including agendas, minutes and actions.

c. Manage the practice NHSmail, disseminating correspondence accordingly and highlighting anything urgent to the appropriate Manager.

d. Manage relevant EDI processes, including preparing deducted patient records for collection and arriving and processing incoming new patient records.

e. Coordinate building maintenance, liaise with contractors as required and maintain the premises check record on the practice intranet.

f. Coordinate and maintain DSE, Fire, Health & Safety and Legionella risk assessments, including associated checks, servicing and compliance records, and undertake monthly cleaning audits.

g. Coordinate PPG meetings, communications and associated administration.

h. Support patient engagement and feedback initiatives.

i. Prepare and submit designated monthly claims within required deadlines.

j. Maintain the practice contracts register and associated documentation, monitoring renewal and expiry dates and escalating as required.

k. Maintain relevant compliance trackers, action plans and review dates.

l. Support the Deputy Practice Manager with the administration and onboarding of new employees, locums, students and trainees.

m. Provide day-to-day support to the reception team in the absence of the Patient Services Manager, assisting where appropriate and escalating any issues or concerns to the appropriate Manager.

n. Support the implementation and review of relevant practice policies and procedures.

o. Liaise with staff, patients, contractors and external organisations as required.

p. Escalate identified risks, compliance issues and outstanding actions to the appropriate Manager.

q. Assist the Deputy Practice Manager with CQC compliance, including the maintenance and organisation of relevant evidence and documentation.

r. Undertake other duties appropriate to the role as directed by the Practice Management Team.

Person Specification

Qualifications

Essential

• Good standard of general education, including English and Mathematics at GCSE level or equivalent

Desirable

• Relevant qualification in business administration, management or healthcare administration
• Evidence of relevant continuing professional development

Experience

Essential

• Previous experience within general practice, primary care or the NHS
• Experience of SystmOne
• Experience of governance, compliance or CQC-related administration
• Previous administrative experience
• Experience of managing a varied workload and working to deadlines
• Experience of maintaining accurate records and documentation
• Experience of working with confidential or sensitive information

Desirable

• Experience of coordinating meetings, including agendas, minutes and action tracking
• Experience of premises, health and safety or risk assessment administration
• Experience of supporting or coordinating a team

Skills

Essential

• Competent in the use of SystmOne and NHSmail
• Knowledge of general practice administrative systems and processes
• Understanding of CQC and primary care governance requirements
• Excellent written and verbal communication skills
• Strong IT skills, including Microsoft Office and Outlook
• Excellent organisational and time-management skills
• Ability to prioritise and manage multiple areas of responsibility
• Ability to work both independently and as part of a team
• Ability to maintain accurate records and effective administrative systems
• Good attention to detail
• Good interpersonal skills and ability to communicate with staff at all levels
• Problem-solving skills and ability to use initiative
• Ability to identify and appropriately escalate concerns
• Ability to follow policies, procedures and agreed processes
• Ability to maintain confidentiality and handle sensitive information appropriately

Personal Qualities

Essential

• Professional, approachable and confident
• Organised and methodical approach to work
• Proactive and self-motivated
• Reliable with a high level of integrity
• Able to use initiative and work independently
• Able to prioritise and manage competing demands
• Able to recognise when issues require escalation
• Flexible and cooperative approach to work
• Ability to work effectively under pressure
• Commitment to confidentiality, equality, diversity and inclusion
• Willingness to learn and develop within the role
• Flexibility to meet the operational needs of the practice

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.

Employer details

Employer name

Manor Medical Practice

Address

195 Girlington Road

Girlington

Bradford

BD8 9PB

United Kingdom

Employer's website

https://www.manor-bradford.co.uk/ (Opens in a new tab)