Houghton Regis Medical Centre
OFFICE MANAGER Job Description & Person Specification
Job title
Office Manger
Accountable to
Accountable to: GP Partners / Practice Manager
Report to
Practice Manager
Hours per week
27.5 hours per week – shifts between 1.00pm-6.30pm Monday to Friday
Salary
e.g., £XX per hour / Dependent on experience
Contract
Permanent
Job summary
We are seeking a highly organised and proactive Office Manager to provide comprehensive administrative support to the GP team. The postholder will play a key role to work as part of the GP practice under the direction of the Practice Manager in providing support and management to the practice team and the patient population.
The Office Practice Manager is responsible for the effective day-to-day running of the site and providing support to the Practice Manager.
Mission statement
We deliver high quality evidence-based health care service in a safe welcoming environment, prioritising patent safety, wellbeing and respect which are inclusive to all.
We are passionate about promoting excellence in care whilst treating everyone with dignity, fairness and flexibility.
Working for Our Organisation
Houghton Regis Medical Centre is a well-established and patient-focused GP practice committed to delivering high-quality, safe and responsive care. We are dedicated to safeguarding vulnerable patients, meeting national cancer targets, and maintaining effective governance processes through structured meetings and documentation.
We offer a supportive working environment and opportunities for professional development.
Generic responsibilities
All staff at Houghton Regis Medical Centre have a duty to conform to the following:
Equality, Diversity and Inclusion
The organization is committed to promoting equality, diversity and inclusion. All patients and staff will be treated with dignity and respect and must not be discriminated against on any protected grounds. Staff are expected to uphold equality of opportunity and always treat patients and colleagues respectfully.
Safety, Health, Environment and Fire (SHEF)
All staff are responsible for maintaining a safe working environment. The post holder must assess and manage risk within their area of responsibility and comply with health, safety and security legislation, policies and procedures.
All personnel are to comply with the:
· Health and Safety at Work Act 1974,
· Environmental Protection Act 1990,
· Environment Act 1995,
· Fire Precautions (workplace) Regulations 1999
· Coronavirus Act 2020
· Other statutory legislation which may be brought to the post holder’s attention.
Confidentiality
The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
Quality and Continuous Improvement (CI)
All staff are expected to contribute to continuous improvement, maintain high standards of care, participate in audits and investigations where required, and support a culture of learning and service development.
Houghton Regis Medical Centre continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our delivery service and enhance patient care.
Induction
At HRMC, you will be required to complete the induction programme and the practice management team will support you throughout the process.
Learning and development
The post holder must complete induction and mandatory training, maintain professional development, and contribute to shared learning within the team.
Collaborative working
The post holder will work effectively within a multidisciplinary team, manage their workload, communicate clearly, delegate appropriately and support safe, high-quality care delivery.
Managing information
Staff must use appropriate systems and coding standards accurately to support safe care, audit and service monitoring.
Service delivery
The post holder must adhere to organizational policies, procedures and regional directives at all times.
Security
All staff are responsible for maintaining site and information security, including safeguarding access codes and passwords.
Professional conduct
All staff are required to dress appropriately for their role.
Leave
Annual leave and public holidays will be provided in line with contractual entitlement.
Primary key responsibilities
The following are the core responsibilities of the Assistant Practice Manager:
Main Duties of the Job
Office Management
- Manage day-to-day operations of the practice, ensuring smooth service delivery
- Prepare and maintain weekly staff rotas
- Oversee appointment scheduling for all clinicians
- Handle daily staff issues and provide guidance as required
- Support the Practice Manager with staff absence management (holidays and sickness)
- Conduct return-to-work interviews following sickness absence
- Lead new staff inductions and contribute to recruitment processes
- Identify training needs and coordinate staff development activities
- Making sure all workflow task and work management flow are up to date with no back logs
Detailed Job Description and Main Responsibilities
Compliance and Quality
- Ensure compliance with Health & Safety regulations, including:
Ø Fire alarm testing
Ø Emergency evacuation procedures
Ø Risk assessments
Ø General safety checks
Ø Cleaning audits
- Maintain governance documentation in line with CQC requirements
- Support safeguarding processes and maintain accurate records
· Ensure adherence to practice policies and procedures
Information Technology & Data Management
- Maintain and administer all practice IT systems and user access
- Liaise with IT providers to resolve technical issues
- Ensure high standards in document production and data handling
- Monitor and distribute incoming clinical correspondence
· Complete and submit reports and data to NHS England, ICB, and other bodies.
Patient Engagement
- Handle patient enquiries, complaints, suggestions, and compliments professionally
- Acknowledge and coordinate responses to formal complaints
- Liaise with external organisations (e.g., NHS bodies, coroner, other providers)
- Support patient participation activities (e.g., PPG)
General Duties
- Deputise for the Practice Manager when required
- Provide cover for staff across sites as needed
- Work collaboratively within a multidisciplinary team
- Participate in meetings, training, and appraisals
- Promote the organisation’s mission, vision, and values
Information Governance
- Always maintain strict confidentiality.
- Ensure compliance with GDPR, NHS Information Governance and CQC standards.
- Maintain high standards of data quality and record keeping.
General responsibilities
· Work collaboratively as part of the multidisciplinary team.
· Priorities workload effectively to meet deadlines.
· Participate in training, appraisal and team meetings.
· Comply with Health & Safety and Infection Prevention & Control policies.
Person specification – Assistant Practice Manager
Qualifications
Essential
Desirable
Educated to GCSE level or equivalent
GCSE Mathematics and English (C or above)
NVQ Level 2 in Health and Social Care
Experience
Essential
Desirable
Previous assistant practice manager/ administrative experience
Experience handling confidential medical information
Experience supporting safeguarding processes
Experience working in a GP practice or NHS settin
Skills
Essential
Desirable
Excellent organisational and time management skills
High level of accuracy and attention to detail
Strong organisational skills
Ability to prioritise urgent and time-sensitive work
Excellent written and verbal communication skills
Good IT skills including Microsoft Office
Knowledge of clinical systems (SystemOne)
Effective time management (planning and organizing)
Understanding of the importance of confidentiality and data protection
Understanding of safeguarding principles in primary care
Personal qualities
Essential
Desirable
Polite and confident
Flexible and cooperative
Professional, discreet and trustworthy
Ability to work independently and as part of a team
Ability to work under pressure
Other requirements
Essential
Desirable
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
Notes:
The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual.
The post holder may be required to undertake additional duties to support the efficient running of the practice.
Work Location: In person
