37.5 hours per week | AfC Band 4 (permanent)

Are you an organised, people-first administrator who loves making busy places run smoothly? Join Novum Health Partnership an innovative, supportive GP practice group with sites at Rushey Green (Primary Care Centre, Catford) and Baring Road Medical Centre (Grove Park). You'll be a key part of our operations team, helping us deliver safe, responsive and compassionate care to our local community.

We welcome applications for:

• Full-time (37.5 hours) permanent position
• Usual hours Monday -Friday, with some flexibility to cover peaks and occasional evenings
• Start date: as soon as possible

What we offer:

• Agenda for Change Band 4 pay
• Induction, training and ongoing development
• Supportive leadership with an open-door ethos
• Modern premises across two sites and a friendly, multi-disciplinary team
• Staff wellbeing support and regular team learning time

About the role

Reporting to the Assistant Practice Manager, you\'ll be the first point of escalation for day-to-day administration. You\'ll coordinate reception and back-office workflows, maintain high standards of data quality, and help the practice meet regulatory and contractual requirements (including CQC standards). You\'ll support rota planning, line-manage and mentor admin colleagues, troubleshoot operational issues in real time, and drive small improvement projects that enhance patient access and experience.

Main duties of the job

Key responsibilities

• Oversee daily admin and reception operations across both sites
• Coach and support admin team members, lead huddles and briefings
• Monitor queues, telephony and online requests to maintain safe access and turnaround times
• Coordinate rotas, annual leave, and sickness cover to ensure service continuity
• Maintain and improve data quality (coding, recalls, registers, clinical correspondence workflow)
• Develop and update SOPs; support audit, CQC readiness and information governance
• Work with clinicians and managers on QOF/Enhanced Services admin tasks and reporting
• Support onboarding and training for new starters; identify training needs across the team
• Escalate risks and incidents promptly and contribute to action plans and learning

About us

Who were looking for

• Experienced administrator (healthcare or similarly fast-paced, public-facing setting)
• Confident team coordinator with line-management or senior-admin experience
• Calm, kind communicator who solves problems and sets clear priorities
• Strong IT skills (clinical systems experience desirable), excellent attention to detail
• Understands confidentiality, safeguarding, data protection and patient-centred service

At Novum, we blend the best of a close-knit practice with the scale and ambition of a progressive primary-care organisation. Youll be trusted to make a real difference each day, supported by approachable leaders, and given space to grow.

How to apply

Please apply via NHS Jobs with your CV and 1000 words supporting statement. For an informal chat, contact Natasha Zammit at selicb.nhp-recruitment@nhs.net

Job responsibilities

TheSenior Administrator will support the Assistant Practice Manager and thePractice and Business Managers in the smooth running of administrativefunctions across the practice. The role involves, with the support of theAssistant Practice Manager, supervision ofa team of administrators, coordinating daily operational tasks, ensuring highstandards of service delivery, and maintaining compliance with policies,procedures, and CQC frameworks.

The post holder will act asthe first point of escalation for administrative staff, ensuring effectivecommunication, fair workload distribution, and a supportive workingenvironment. They will also play a key role in patient services, data quality,and supporting practice improvement initiatives.

Primaryresponsibilities

The following are the core responsibilitiesof the Senior Administrator. There maybe, on occasion, a requirement to carry out other tasks; this will bedependent upon factors such as workload and staffing levels.

TheSenior Administrator is responsible for:

-Supervision of administrative team: providing day-to-dayguidance, task allocation, and support to reception (carrying out admintasks) and admin staff.

-Rota management: ensuring adequatecover for clinical rotas.

-Patient services oversight: ensuring patientenquiries (in person, telephone, or online) are managed promptly,professionally, and in line with practice policies.

-Assisting with the administrative processing of privatereports and patient forms and answering patient queries regarding these.

-Data quality: monitoring theaccuracy of patient records, coding, and data entry to support QOF, enhancedservices, and clinical reporting.

-Assist in coordinating the practice recallsystems (e.g., chronic disease management, cervical screening, flucampaigns).

-Active recall of patients for chronic diseasemanagement. Correspondence management: overseeing the timely processing ofincoming and outgoing letters, test results, referrals, and documents.

-IT and clinical system support:acting as a first point of contact for staff queries on login details and EMIS/Docmanand escalating technical issues where necessary. Onboarding and offboardingof staff with regards to NHS cards, emails and other digital aspects.

-Training & induction: supporting theinduction of new administrative staff, ensuring they are trained in practicesystems, policies, and patient-facing protocols.

-Compliance monitoring: supporting adherenceto CQC, GDPR, safeguarding, confidentiality, and infection controlrequirements within the admin team.

-Patient communications: assisting with theupkeep of practice communication channels (e.g., website updates, patientinformation boards, SMS messaging).

-Escalation point: managing day-to-dayoperational issues raised by admin staff and practice staff, escalating tothe Assistant Practice Manager where required.

-Audit support: assisting withadministrative elements of practice audits, recalls, and reportingrequirements.

-Continuous improvement: identifyingopportunities to streamline administrative processes and improve patientaccess and experience.

Secondaryresponsibilities

Inaddition to the primary responsibilities, the Senior Administrator may berequested to:

Supportthe Assistant Practice Manager in implementing new administrative processesand change initiatives.

Deputisein the absence of the Assistant Practice Manager for routine operationalmatters.

Monitorand disseminate safety alerts, ensuring staff action any relevantinstructions.

Providecover across different administrative functions during periods of staffabsence.

Supportwith preparation of reports, audits, and returns for external agencies asdirected.

Assistin coordinating meetings, preparing agendas, and distributing minutes.

Liaisewith external organisations (e.g., hospitals, community services, pharmacies)as required to ensure smooth patient care pathways.

Contributeto patient engagement activities such as patient participation groups,surveys, or health promotion campaigns.

Undertakeproject work or service improvement tasks as directed by the management team.

Person Specification

• Experience & Knowledge
• Proven experience in an administrative role within a healthcare, public sector, or similarly regulated environment.
• Knowledge of CQC, GDPR, safeguarding, confidentiality, and infection control requirements.
• Familiarity with NHS clinical systems (e.g., EMIS, Docman) and general IT systems.
• Leadership & Teamwork
• Experience supervising or supporting a team, including task allocation, training, and performance support.
• Ability to foster a supportive, fair, and collaborative working environment.
• Confidence to act as first point of escalation for staff queries and operational issues.
• Communication & Interpersonal Skills
• Strong verbal and written communication skills, with the ability to liaise effectively with patients, colleagues, and external stakeholders.
• Ability to manage patient queries professionally, sensitively, and in line with practice policies.
• Organisation & Problem-Solving
• Excellent organisational skills, able to manage rotas, workloads, and competing priorities.
• Strong attention to detail, particularly in relation to data accuracy, record-keeping, and reporting.
• Ability to identify improvements to processes and contribute to continuous improvement initiatives.
• Service Delivery & Professional Standards
• Commitment to high standards of patient service and confidentiality.
• Ability to ensure compliance with policies, procedures, and statutory requirements.
• Flexibility to support practice needs, including covering different administrative functions when required.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.