General Practice Management Assistant
| Posting date: | 10 September 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 26 September 2025 |
| Location: | Lincoln, LN6 7SS |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A2616-25-0005 |
Summary
Administration Maintain and organise the Practices diary, scheduling appointments and meetings as required. Assist with administrative tasks such as document preparation, filing and data entry. Handle incoming inquiries and directing them appropriately. Assist in organising and preparing for meetings, taking minutes and maintaining action logs and project plans when necessary. Undertake additional tasks and projects as directed by the Practice Manager.Operational Support Maintain practice policies and procedures. Oversee and keep updated practice Information Management System and ensuring colleagues have access to the required policy and contact information. Liaise with contractors to ensure external maintenance checks are being conducted. Support the Management Team in ensuring key governance activities are undertaken. Support the Practice Manager in ensuring compliance with CQC standards, GDPR, safeguarding, and other regulatory requirements. Liaise with external NHS organisations to ensure that staff have access to systems as required. Take responsibility for coordinating, documenting and acknowledging all patient complaints, either informal or formal, using the Practices in-house complaints procedure. Draft initial responses to complaints and manage complaint logs. Liaise proactively with Primary Care Network colleagues to support collaborative working, share best practices, and contribute to joint initiatives across practices. Attend relevant PCN meetings and ensure effective communication between the practice and PCN teams.HR Together with the Practice Manager, Department Leads and Partners, ensure the effective recruitment, selection and induction of new staff. Maintain personnel and attendance records in liaison with the Practice Manager. Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur. Supporting establishment and implementation of practice policies, goals, objectives and procedures, ensuring continuous improvement of processes. Ensure consistency in policies and procedures. Ensure confidentiality is always maintained and encourage the professionalism of all staff. Provide support to colleagues as required and act as Freedom to Speak Up champion. Oversee induction of new staff and locum GPs. Audit and follow up to ensure HR records, checks, appraisals are completed. Manage and oversee staff training records and deliver programme of compulsory training. Ensure that each job role has an up-to-date generic job description with specific objectives suited to everyone's development, in line with the competency framework.Patient & Practice Services Progress the development of the Patient Participation Group (PPG) and ensure the Practice fulfils its commitment to patient and public involvement, supporting the PPG and attending meetings as appropriate. Support initiatives to improve patient experience and feedback mechanisms, including surveys and digital engagement. Coordinate effective administration procedures throughout the practice, for both manual and computerised systems. To include health and safety protocols and risk assessments. Coordinate communication between Practice Manager and colleagues, patients, and external contacts including messaging campaigns and overseeing the website. Ensure patient information is up-to-date and available, such as the Practice leaflet, website and patient leaflets.Finance Assist with financial reporting, budget monitoring, and procurement processes as directed by the Practice Manager. Other roles relating to supporting the finance functions may be required.IT Maintain and update the practice website. Support use of the clinical access systems and electronic patient record. Support colleagues with fault finding and reporting when IT issues arise. Understanding GDPR and NHS Digital standards. Recognising phishing emails and using secure login protocols for example smartcards, MFA. Managing access rights and confidentiality across systems. Supporting staff with digital onboarding and system navigation. TeamNet Clarity and other digital tools whenever applicable: Managing policies, training logs, and CQC prep. Running reports for QOF, Enhanced Services, and workforce compliance. Using MS Teams for meetings and remote support. Creating digital forms for feedback or patient surveys