IT Systems Administrator and Admin Team Leader

We are seeking an enthusiastic, proactive individual to join this supportive friendly team; someone who enjoys a challenge, thrives under pressure and excels in a fast-moving environment. The ideal candidate will play a key role in improving data quality, enhancing team efficiency, and ultimately improving support for the clinical team.

Main duties of the job:

• Be the key contact for all IT related enquiries including clinical system.
• Set up and manage IT access for new starters, including Windows login credentials, NHS mail accounts and cloud-based telephone system.
• Configure and provide access to clinical system (EMIS Web) for new staff and multi-agencies working alongside the practices.
• Administer and support smartcard registration, activation and troubleshooting.
• Maintain and update content on practice websites and social media platforms.
• Carry out IT confidentiality audits.
• Oversee clinical correspondence management within the practice.
• Code clinical information in patient records using SNOMED codes in accordance with practice protocols and QOF (Quality and Outcomes Framework) requirements.
• Ensure clinical coding aligns with QOF indicators to support patient care and practice performance.
• Extract data for reporting, analysis and audit purposes.
• Summarise and input key medical history, diagnoses and treatments into patient records.
• Ensure timely and accurate management of incoming GP2GP records.
• Supervise the daily activities of the admin team.

About us:

Eastgate Medical Group is based in Hornsea with sites in Aldbrough (branch) and Hull (Hastings Medical Centre). As part of the Yorkshire Coast and Wolds PCN in East Yorkshire, and Symphonie Ltd PCN in Hull, we are a forward-thinking organisation striving to provide high quality patient care. The Team is led by 9 GP partners with support from Advanced Clinical Practitioners, Long Term Conditions Nurses and Healthcare Assistants. The clinical team is well-supported by trained Care Navigators, Dispensers and Administrators. This is a training practice which takes pride in shaping the future of healthcare through partnership with the Yorkshire and Humber Deanery, Hull and York Medical School and Hull University, providing outstanding education for GP Registrars, medical students and student nurses. We are committed to fostering the personal and professional growth of our staff and are seeking the right individual to complement and thrive within our team.

Job responsibilities:

• Be the key contact for all IT related enquiries including clinical system.
• Set up and manage IT access for new starters, including Windows login credentials, NHS mail accounts, AccuRx and cloud-based telephone system.
• Configure and provide access to clinical system (EMIS Web) for new staff and multi-agencies working alongside the practices.
• Administer and support smartcard registration, activation and troubleshooting.
• Maintain and update content on practice websites and social media platforms.
• Manage and publish relevant updates, announcements and patient communications online.
• Develop and maintain a working knowledge of the NHS App and its functionalities.
• Oversee clinical correspondence management within the practice including workflow documents, lab reports, emails and post. Develop protocols to improve efficiency.
• Code clinical information in patient records using SNOMED codes in accordance with practice protocols and QOF (Quality and Outcomes Framework) requirements.
• Ensure clinical coding aligns with QOF indicators to support patient care and practice performance.
• Building and using searches to extract data for reporting, analysis and audit purposes.
• Summarise and input key medical history, diagnoses and treatments into patient records.
• Ensure timely and accurate management of incoming GP2GP records.
• Supervise the daily activities of the admin team ensuring sufficient cover for timely completion of duties including managing annual and sick leave.
• Be involved in regular performance reviews.
• Assist in recruitment and onboarding of new admin staff, ensuring proper training and integration into the team.
• Handle staff issues or concerns, escalate as appropriate while maintaining a supportive and respectful work environment.
• Implement and maintain practice policies and procedures.

Person Specification:

• Qualifications: Degree, diploma or NVQ level 3 qualification in Business Admin or IT. Leadership and management training.
• Behaviours: Professional and approachable manner. Proactive and confident decision maker. Supportive and motivational leadership style. Strong attention to details and accuracy.
• Experience: Strong background in workflow management and process improvement. Experience of handling confidential data and compliance regulations. Experience of managing a team of staff. Experience of working in a GP practice.
• Skills: Strong leadership and people management skills. Ability to prioritise workload and meet deadlines. Excellent organisational and multitasking skills. Coding of information on electronic health record using SNOMED.

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.