GP Practice Systems and Administration lead
| Posting date: | 13 November 2025 |
|---|---|
| Salary: | £30,000.00 to £34,000.00 per year |
| Additional salary information: | £30000.00 - £34000.00 a year |
| Hours: | Full time |
| Closing date: | 24 November 2025 |
| Location: | London, SW15 4AA |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A4401-25-0008 |
Summary
Job Title:Systems and administration lead Hours: 37.5 hours per week Salary: Dependent on experience Accountable to: Practice Manager Deputises for: Practice Manager (as required) Daytoday Oversight: Reception, Administration and Secretarial functions Overall Objective Own the smooth running of all nonclinical, frontofhouse and backoffice operations so patients receive timely, consistent access and the practice meets operational, contractual and regulatory standards. Lead delivery thorough continuous improvement. Management & Governance Systems and administration lead leadership: Plan, coordinate and continuously improve daytoday workflows across Reception, Administration and Secretarial functions. Prioritise safe capacity, access, and turnaround times. Rotas & coverage: Create clinical sessions on EMIS. Ensure safe cover levels and effective use of annual/study leave. Business continuity: Own nonclinical elements of the Business Continuity Plan for EMIS, Docman, Accurx, TQuest, telephony and premises access. Run tests and lessonslearned. CQC and governance: Support the practice manager to adhere to CQC regulations including the creation of documentation Oversee the monthly administration rota. Oversee the daily admin rota and manage any day to day issues. Access, Capacity & Clinic Operations Appointment book/session management: Day to day monitoring of the clinical appointment book. Ensure timely upload to EMIS, effective annual/study leave cover planning, and minimal adhoc locum use. Regularly reviewing for any required amendments. Locum coordination: Ensure accurate, compliant booking processes, a maintained contact list, clear records of sessions, and regular reporting to the Practice Manager. Telephony & demand data: Use Surgery Connect data and EMIS/Accurx metrics to monitor call volumes, queue times, abandonment rates, timetoanswer and outcomes. Convert findings into changes in rota, workflow and patient communications. Information Management and Records Registrations/deductions/GP2GP: Oversee, accurate processes with appropriate checks and exception reporting. Lloyd George/notes (in/out): Oversee onsite records control, retrievals/returns, and any digitisation projects. Maintain auditable logs and cost tracking. Unmatched lab reports & Docman flow: Monitor backlogs and turnaround via dashboards; ensure pathlinks/111 documents are routed, actioned and filed within agreed timeframes. PPA claims: Ensure accurate submissions, storage and reconciliation of claims data; maintain a clear audit trail. Population Health & Recalls (Oversight) Digital outreach: Promote batch messaging and patientfriendly comms to improve uptake, working with the clinical lead(s) for content. Meetings, Communication & Stakeholders Internal cadence: Chair or coordinate nonclinical huddles, operations meetings and action logs. Track actions to completion. External stakeholders: Arrange and support MDTs and care home meetings. Represent the practice when delegated. Complaints (admin): Triage and lead responses to administrative complaints in line with policy; track learning and themes. Escalate clinical elements appropriately. Digital, IG & IT Enablement IT coordination: Provide firstline practice support for EMIS, Docman, Accurx, Surgery Connect and smartcard issues. Liaise with support teams and keep staff informed. On/Offboarding: Ensure timely access setup, rolebased permissions and leaver deprovisioning for all nonclinical staff and locums. Other Duties Maintain adequate office and clinical consumables via delegated staff and ordering controls. Attend mandatory/statutory training and rolerelevant CPD. Undertake other reasonable duties within scope of the role as directed by the Practice Manager.