Management Assistant


Company:	NHS Jobs
Salary:	£30,000 to £32,000 a year
Hours:	Full-time
Location:	Birmingham, B17 0HG
Job type:	Permanent
Posting date:	12 Oct 2026
Closing date:	23 Oct 2026

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Summary

Governance, Compliance and Quality The post holder will: Assist the Business Manager in ensuring the practice meets contractual, regulatory and statutory requirements. Support the maintenance of CQC compliance systems and evidence repositories. Coordinate and monitor governance action plans. Undertake governance, compliance and quality audits as directed. Support the production of action plans, reports and quality improvement initiatives. Assist with preparation for CQC inspections and external reviews. Monitor compliance with practice policies and procedures. Support management and reporting of Key Performance Indicators (KPIs). Assist in maintaining risk registers, business continuity plans and governance documentation. Support information governance, GDPR and confidentiality compliance activities. Policy and Procedure Coordination The post holder will: Maintain the practice policy library. Coordinate annual policy reviews and version-control processes. Liaise with managers and policy owners to ensure policies remain current and compliant. Draft, update and format policies, procedures, protocols and Standard Operating Procedures (SOPs). Monitor policy review schedules and escalate overdue reviews. Ensure updated policies are distributed, recorded and accessible to all staff. Support the implementation of new policies and procedural changes. Reporting, Audit and Data Analysis The post holder will: Collect, validate, analyse and interpret operational, clinical and workforce data from multiple practice systems. Produce regular performance reports for the Partners, Business Manager and Management Team. Develop and maintain management dashboards to monitor Key Performance Indicators (KPIs). Analyse trends and patterns within practice performance data and identify areas requiring action or improvement. Produce monthly, quarterly and annual performance reports using tables, charts, graphs and infographics. Present complex information in an accessible format suitable for staff, management teams and patient groups. Support the monitoring of contractual performance indicators including QOF, Enhanced Services, PCN DES requirements and locally commissioned services. Monitor appointment utilisation, capacity and access data, identifying opportunities to improve patient access. Analyse workforce and HR data, including staffing levels, sickness absence, mandatory training compliance, appraisal completion, turnover and recruitment activity. Produce safeguarding, complaints, significant event and patient feedback trend analyses. Support development and monitoring of business continuity, risk management and quality improvement measures through performance reporting. Monitor and report on action plans arising from audits, inspections, complaints, incidents and governance reviews. Undertake regular audits of clinical, administrative and operational processes and produce reports with recommendations. Compare practice performance against national, regional and PCN benchmarks where available. Analyse patient survey data and Friends and Family Test feedback to identify themes and improvement opportunities. Support financial and resource planning through the collection and presentation of relevant activity and utilisation data. Assist with preparation of evidence and statistical reports required for CQC inspections and external reviews. Produce compliance reports relating to safeguarding, information governance, health and safety and mandatory training. Create and maintain audit schedules, action trackers and performance monitoring systems. Develop automated spreadsheets, databases and reporting tools to improve efficiency and reduce manual workload. Extract and manipulate data using advanced Microsoft Excel functions including pivot tables, lookups, conditional formatting, formulas and data visualisation tools. Support service reviews and quality improvement projects through data collection, analysis and outcome measurement. Identify anomalies, risks and emerging trends within performance data and escalate concerns appropriately. Work collaboratively with clinical and non-clinical teams to understand reporting requirements and provide meaningful management information. Produce ad hoc reports and business intelligence information as requested. Ensure the accuracy, integrity and confidentiality of all data used within reports and analyses. Maintain reporting templates, datasets and documentation to ensure consistency and auditability. Practice Communications The post holder will: Coordinate internal and external communications on behalf of the Business Manager. Draft and distribute staff communications, newsletters and announcements. Support patient communications including notices, newsletters and practice updates. Assist with website content updates and publication of key practice information. Support communication relating to service changes and operational initiatives. Coordinate communication campaigns and awareness events. Ensure consistent, professional and timely dissemination of information. Patient Participation Group (PPG) Support The post holder will: Coordinate PPG meetings and activities. Arrange meeting schedules, agendas and minutes. Assist with patient surveys and engagement activities. Produce reports relating to patient feedback and engagement. Maintain records of PPG activity and outcomes. Support implementation of agreed PPG actions. Safeguarding Administration The post holder will: Maintain safeguarding records and trackers. Support safeguarding audits and compliance monitoring. Coordinate safeguarding meeting documentation. Assist with safeguarding reporting requirements. Monitor safeguarding training compliance. Support safeguarding leads with administrative functions. Administrative Support to the Business Manager The post holder will: Provide comprehensive administrative support to the Business Manager and management team. Draft correspondence, reports and other documentation. Arrange meetings, appointments and events. Prepare agendas, presentations, reports and meeting papers. Take minutes and record actions from meetings. Maintain, organise and archive confidential electronic and paper-based records and filing systems. Undertake research and information gathering as requested. Support project work and service improvement initiatives. Manage and update asset registers where required. General Practice Administration The post holder will: Support operational and administrative activities across the practice. Provide administrative support for document control, information management and operational record keeping. Provide administrative assistance during periods of operational pressure. Liaise professionally with patients, staff, NHS organisations and external stakeholders. Support day-to-day office administration functions

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