Administration and Kegworth Lead

JOB DESCRIPTION Job Title Administration and Kegworth Lead Reports to Practice Manager Hours hours per week Location Orchard Surgery (Kegworth and Gotham) Job Purpose The Administration and Kegworth Lead plays a key role in ensuring the smooth day-to-day operation of the Practice's administrative services and the effective running of the Kegworth site. The post holder will act as the Practice expert across all administration functions, providing support and operational cover where required. They will coordinate clinical and administrative rotas, medical student placements, room allocation and administrative systems to ensure efficient service delivery. The role also acts as the operational lead for the Kegworth site, taking responsibility for day-to-day operational issues, Health & Safety, first-line complaints and supporting the Practice Manager / Operations Manager with the ongoing delivery of high-quality patient services. This role does not have line management responsibility. Key Responsibilities Administration Lead The post holder will: • Be competent to undertake all administration roles across the Practice. • Provide operational support across all administrative functions, including: • Reception and Care Navigation • Medical Secretaries • Workflow Management • Clinical Coding • Patient Registrations • Document Management • Referrals • General Administration • Provide administrative cover during periods of annual leave, sickness or increased demand. • Support the implementation of new administrative processes and procedures. • Promote consistency and best practice across administrative functions. • Maintain accurate administrative records. • Support the continuous improvement of administrative services. Rota Coordination • Coordinate GP rotas. • Coordinate Nursing Team rotas. • Coordinate Administration Team rotas. • Coordinate annual leave to ensure safe staffing levels. • Ensure appointment templates reflect agreed rotas. • Liaise with clinical and administrative teams regarding rota changes. Medical Student Coordinator • Coordinate all undergraduate medical student placements. • Act as the main contact with Universities. • Arrange induction programmes. • Coordinate student timetables. • Organise supervising clinicians. • Arrange room allocation. • Monitor attendance and report where appropriate. • Ensure students have appropriate access to Practice systems and information. Administration Systems Lead • Act as the Practice lead for administration systems. • Develop efficient administrative processes. • Review and improve administrative workflows. • Maintain Standard Operating Procedures (SOPs). • Support staff in the use of administrative systems. • Identify opportunities to improve efficiency and patient experience. Kegworth Operational Lead Act as the first operational point of contact for the Kegworth Surgery. Responsibilities include: • Responding to day-to-day operational issues. • Escalating significant issues to the Practice Manager / Operations Manager. • Coordinating premises-related issues. • Liaising with contractors where appropriate. • Supporting business continuity arrangements. • Ensuring the smooth day-to-day operation of the site. Health & Safety For the Kegworth site, the post holder will: • Undertake regular Health & Safety inspections. • Maintain Health & Safety records. • Report hazards promptly. • Monitor compliance with Practice Health & Safety policies. • Support fire safety procedures. • Assist with risk assessments. • Promote a safe working environment. Complaints • Act as the first point of contact for routine patient complaints and concerns. • Resolve concerns wherever possible. • Record complaints in line with Practice policy. • Escalate complex complaints to the Practice Manager / Operations Manager. • Identify themes that may improve patient experience. Business Meetings • Coordinate Practice Business Meetings. • Prepare and distribute agendas. • Take accurate minutes. • Circulate actions following meetings. • Maintain records of meeting documentation. Communication • Communicate effectively with patients, colleagues and external organisations. • Maintain effective working relationships across all Practice teams. • Promote a positive patient experience. General Responsibilities The post holder will: • Maintain strict confidentiality at all times. • Comply with GDPR and Information Governance requirements. • Participate in mandatory training. • Support CQC compliance. • Promote equality, diversity and inclusion. • Work in accordance with Practice policies and procedures. • Undertake any other reasonable duties appropriate to the role. Job description Job responsibilities JOB DESCRIPTION Job Title Administration and Kegworth Lead Reports to Practice Manager Hours hours per week Location Orchard Surgery (Kegworth and Gotham) Job Purpose The Administration and Kegworth Lead plays a key role in ensuring the smooth day-to-day operation of the Practice's administrative services and the effective running of the Kegworth site. The post holder will act as the Practice expert across all administration functions, providing support and operational cover where required. They will coordinate clinical and administrative rotas, medical student placements, room allocation and administrative systems to ensure efficient service delivery. The role also acts as the operational lead for the Kegworth site, taking responsibility for day-to-day operational issues, Health & Safety, first-line complaints and supporting the Practice Manager / Operations Manager with the ongoing delivery of high-quality patient services. This role does not have line management responsibility. Key Responsibilities Administration Lead The post holder will: • Be competent to undertake all administration roles across the Practice. • Provide operational support across all administrative functions, including: • Reception and Care Navigation • Medical Secretaries • Workflow Management • Clinical Coding • Patient Registrations • Document Management • Referrals • General Administration • Provide administrative cover during periods of annual leave, sickness or increased demand. • Support the implementation of new administrative processes and procedures. • Promote consistency and best practice across administrative functions. • Maintain accurate administrative records. • Support the continuous improvement of administrative services. Rota Coordination • Coordinate GP rotas. • Coordinate Nursing Team rotas. • Coordinate Administration Team rotas. • Coordinate annual leave to ensure safe staffing levels. • Ensure appointment templates reflect agreed rotas. • Liaise with clinical and administrative teams regarding rota changes. Medical Student Coordinator • Coordinate all undergraduate medical student placements. • Act as the main contact with Universities. • Arrange induction programmes. • Coordinate student timetables. • Organise supervising clinicians. • Arrange room allocation. • Monitor attendance and report where appropriate. • Ensure students have appropriate access to Practice systems and information. Administration Systems Lead • Act as the Practice lead for administration systems. • Develop efficient administrative processes. • Review and improve administrative workflows. • Maintain Standard Operating Procedures (SOPs). • Support staff in the use of administrative systems. • Identify opportunities to improve efficiency and patient experience. Kegworth Operational Lead Act as the first operational point of contact for the Kegworth Surgery. Responsibilities include: • Responding to day-to-day operational issues. • Escalating significant issues to the Practice Manager / Operations Manager. • Coordinating premises-related issues. • Liaising with contractors where appropriate. • Supporting business continuity arrangements. • Ensuring the smooth day-to-day operation of the site. Health & Safety For the Kegworth site, the post holder will: • Undertake regular Health & Safety inspections. • Maintain Health & Safety records. • Report hazards promptly. • Monitor compliance with Practice Health & Safety policies. • Support fire safety procedures. • Assist with risk assessments. • Promote a safe working environment. Complaints • Act as the first point of contact for routine patient complaints and concerns. • Resolve concerns wherever possible. • Record complaints in line with Practice policy. • Escalate complex complaints to the Practice Manager / Operations Manager. • Identify themes that may improve patient experience. Business Meetings • Coordinate Practice Business Meetings. • Prepare and distribute agendas. • Take accurate minutes. • Circulate actions following meetings. • Maintain records of meeting documentation. Communication • Communicate effectively with patients, colleagues and external organisations. • Maintain effective working relationships across all Practice teams. • Promote a positive patient experience. General Responsibilities The post holder will: • Maintain strict confidentiality at all times. • Comply with GDPR and Information Governance requirements. • Participate in mandatory training. • Support CQC compliance. • Promote equality, diversity and inclusion. • Work in accordance with Practice policies and procedures. • Undertake any other reasonable duties appropriate to the role.