Lead Admin AssistantNHS
Job summary
Overview
The Abingdon Surgery is committed to delivering professional, personalised, and high-quality healthcare services.
We are seeking an experienced and enthusiastic administrator to join our support team and help improve the efficiency and quality of our practice.
The Lead Admin Assistant will play a pivotal role in ensuring the smooth running of clinical administration, meeting our contractual obligations, and supporting innovation and improvement across a range of admin processes and projects.
This role requires a high level of organisation, attention to detail, and strong interpersonal skills
Main duties of the job
Key ResponsibilitiesClinical Administration & Compliance
- Ensure compliance with GP contractual obligations (QoF, IIF, LES/DES).
- Monitor performance metrics and support business optimisation using Ardens tools.
- Prepare audits, data reports, and claims for enhanced services and targets.
- Collaborate with the lead admin team to support seasonal and project-based activities.
Team Support & Training
- Assist with documenting administrative processes and delivering staff training.
- Maintain and update clinical templates and protocols, providing technical support to colleagues.
Data Quality Management
- Oversee data accuracy and coding in patient records.
- Conduct audits and ensure compliance with data protection and information governance standards.
- Support the Business Manager with data sharing agreements and impact assessments.
Process Improvement & Innovation
- Lead quarterly workflow review meetings.
- Drive service improvements and support health campaigns and change initiatives.
- Identify opportunities for data quality and patient care improvements.
Stakeholder Engagement
- Liaise with internal teams and external stakeholders including PCSE, PCN, NHS(E), and local authorities.
- Serve as a subject matter expert and primary contact for external service providers.
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.
About us
The Abingdon Surgery, based in Oxfordshire is looking for a lead admin assistant to join our friendly team.
Abingdon-on-Thames is a historic market town set on the river. It has excellent schools, transport links and good local amenities. Oxfords cultural highlights are only twenty minutes away.
As one of the highest-rated surgeries in South Oxfordshire, our surgery strives to provide a high-quality service to patients and staff.
The successful candidate will want to join a team who is passionate about innovation, health and wellbeing, equality and sharing workload fairly.
We offer high-quality patient-centred care, whilst fostering a collaborative and supportive environment for all GPs and staff.