Job summary
Minster Medical Practice is seeking a Management Assistant 18 hours a week over 2 or 3 days, to work alongside our Practice Manager and the current Management Assistant. This is a fantastic opportunity to join a supportive leadership team and play a key role in the day-to-day running of our busy but friendly practice, situated in uphill Lincoln.
Serving approximately 10,000 patients, our practice is supported by a dedicated team including 4 GP partners, 2 salaried GPs, 3 Advanced Nurse Practitioners, a Counsellor, our nursing team, care coordinator team, and PCN support roles.
The successful candidate will bring:
- Experience in primary care and knowledge of NHS IT systems (essential)
- Strong people management skills and a proactive approach to problem-solving
- A positive, adaptable attitude and the ability to work on their own initiative while supporting others.
Main duties of the job
The post holder will:
- Support the GP Partners and Practice Manager in ensuring the smooth day-to-day running of the practice
- Act as a member of the surgery management team with delegated responsibility for operational leadership
- Oversee the effective processing of administrative work and liaise with administration teams to maintain excellent communication and workflow
- Lead on the attainment of local and national targets, ensuring compliance with NHS requirements
- Take responsibility for key areas including:
- HR administration (day-to-day)
- Annual leave management
- Staff appraisals
- Complaints handling
- Inducting new staff members
- First-line support for IT issues
This is a fulfilling and interactive role, ideal for someone who thrives in a busy healthcare setting and is motivated by making a real difference to patients and staff.
Overview our organisation
Minster Medical Practice is a well-established and friendly practice with many long-serving team members. The appointment of a Management Assistant will strengthen our leadership team, enabling us to respond effectively to the ever-changing environment of primary care.
We aim to provide high-quality care to our community in a supportive environment where staff feel respected and valued. Teamwork and maintaining a positive atmosphere are essential to how we work.
- Based in uphill Lincoln with free on-site parking
- Several ARRS roles in-house, including Mental Health Practitioners, FCPs, Clinical Pharmacists, and Pharmacy Technicians
- Strong administration team including patient advisors, medical secretaries, and a clinical administration team
- Commitment to staff satisfaction and wellbeing, with regular social events open to all staff
We are a happy, supportive team who work hard but maintain a sense of humour!
The post holder will:
- Demonstrate an understanding of health services and a passion for improving lives and healthcare
- Support the GP Partners and Practice Manager in ensuring the smooth running of the practice
- Act as a member of the surgery management team with delegated responsibility for day-to-day operations
- Ensure effective processing of administrative work and liaise with teams to achieve local and national targets
Admin & Secretarial Team
- Oversee the medical administration and secretarial team, providing leadership and clarity of roles
- Manage day-to-day HR including staff development, recruitment, training, reviews, annual leave, and absence management
- Ensure sufficient staff coverage at all times and address issues as they arise with support from the wider management team
Clinical (Non-GP) Team
- Provide HR administration support for the Lead Nurse, including timely completion of reviews
- Manage room bookings, holiday rotas, and ensure clinics are set up correctly
- Add new staff members onto the system and support smooth integration
Site Management
- Act as a point of contact for staff onsite, responding to issues and supporting with IT queries
- Accept deliveries and visitors, ensuring smooth day-to-day site operations
- Oversee and audit cleaning, security, and maintenance of the site
- Work with administrators to ensure appointment functionality across GPs, clinical staff, and reception/admin teams
IT System Management
- Maintain strong knowledge of SystmOne, SystmConnect, Abtrace, WebV, Microsoft 365
- Ensure compliance with data protection and Caldicott guidelines
- Train and support staff in IT systems and keep abreast of changes
Practice Manager Administration Support
- Assist with HR and recruitment processes, including arranging interviews and preparing paperwork
- Contribute to project management and administrative tasks as required
- Ensure smooth running of practice events such as staff training days, Patient Participation Group meetings, and social events
- Deputise for the Practice Manager when needed
Communication
- Develop internal communications to ensure staff are informed of developments
- Attend staff meetings and deliver training where required
- Support patient communication and engagement, identifying ways to improve interaction and satisfaction
Patient Support
- Respond to immediate problems and complaints as required, ensuring timely resolution.
Pay: £32,000.00 per year
Benefits:
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
