Clinical Quality and Projects Administrator

Reporting to: Group Head, Clinical Quality (line management)

Based: Mereside Medical Practices (multi-site - Soham, Ely, Haddenham and Wilburton)

Basis: 25-30 hours per week

Salary: £25,000-£30,000 FTE pro rata, dependent on experience

Eligibility: You must be eligible to work in the UK

The Role

Reporting to the Group Head of Clinical Services and Improvement- you will play an important role in supporting quality improvement, governance, audit and organisational projects across Mereside Medical. Working closely with colleagues across clinical and non clinical teams, you will help ensure that data, systems, projects and quality processes are effectively managed and maintained.

This is an excellent opportunity for an organised, analytical and proactive individual who is interested in developing a career in healthcare quality, governance, project management or service improvement. The role offers exposure to a broad range of organisational activities and opportunities for professional development.

Your Responsibilities Quality improvement and project support

• Carry out regular structured audits of SystmOne to briefs agreed with the Group Head and clinical leads - including audits of appointment template accuracy, data completeness, and coding quality - collating findings and producing clear summary reports.
• Provide coordination and administrative support to the Group Head of Clinical Services and Improvement on quality improvement and service improvement projects - including tracking actions, preparing materials, and helping to keep project workstreams organised and moving forward.
• Produce regular reports, summaries and performance information to support decision making and quality improvement.
• Support the implementation of quality improvement actions arising from audit findings, in liaison with clinical and administrative leads, and maintain a log of audit activity, findings, and follow-up actions.
• Provide administrative and coordination support for wider quality, governance, compliance, and service improvement initiatives, including annual work programmes, contractual requirements, accreditation activities, policy reviews, and organisational projects as directed by the Group Head of Clinical Services and Improvement.

Seasonal and additional clinical services

• Working with the Clinical Resource Manager and service leads, prepare and publish appointment rotas for additional or seasonal clinical services-including flu vaccination programmes, COVID clinics, and other enhanced service clinics as commissioned.
• Create and maintain both patient facing appointment slot rotas (in SystmOne) and staff facing clinic rotas (in Rotacloud or equivalent) for each additional service, ensuring sessions are correctly resourced and capacity is optimised.
• Coordinate room, stock and administrative requirements for additional service delivery in liaison with site leads.
• Support the planning and mobilisation of new, seasonal, and enhanced services, ensuring systems appointment templates, resources and operational processes are in place ahead of service launch.
• Assist with patient communications relating to additional services, including appointment invitations, recalls, and service promotion activities where required.
• Provide administrative and operational support to service leads during periods of increased demand helping to ensure the smooth delivery of seasonal and enhanced clinical services.
• Undertake other service coordination activities that support the effective delivery of additional clinical services across the organisation.

Governance and Compliance Support

• Support the planning and administration of governance and compliance activities across the organisation.
• Maintain governance action trackers and ensure agreed actions are monitored and followed up appropriately.
• Assist with policy review programmes, maintain review schedules and support document control processes.

SystmOne Administration and Data Quality

• Support the ongoing maintenance and housekeeping of SystmOne across all Mereside sites, ensuring information remains accurate, consistent and up to date.
• Assist with the management of appointment templates, clinical system configuration and other administrative functions within SystmOne.
• Monitor data quality and identify areas where records, templates or processes require review or improvement.
• Support the implementation of changes to clinical systems in response to operational, contractual or reporting requirements.

You should have or be

• Comfortable working with data and digital systems, especially Excel with a methodical approach to checking accuracy, maintaining high quality records, and identifying issues. Highly organised, with the ability to manage a varied workload across multiple concurrent areas of responsibility without losing accuracy or attention to detail.
• A clear and confident communicator, able to work effectively with a wide range of clinical and non clinical colleagues and to find collaborative, practical solutions when competing demands arise.
• Confident working across multiple sites, with a willingness to be present and visible at our locations.
• Self motivated and well organised, with the ability to manage your own workload and prioritise effectively without constant direction.
• Curious and proactive, with a willingness to learn new skills and contribute to service improvements across the organisation.

Additional experience (advantage)

• Have experience of working in a GP practice or primary care setting, with a good practical understanding of how practices operate day to day.
• Have experience of SystmOne.
• Have experience of Rotacloud or similar workforce scheduling software.
• Have been involved in clinical audits, quality improvement work, or project coordination in a primary care setting.
• Have experience of supporting projects, services improvements or organisational initiatives in a structured way. A familiar with enhanced or additional clinical services such as flu vaccination programmes or extended access clinics.
• Have an interest in quality improvement, governance, or service development within primary care.

This is not meant to be an exhaustive list of duties. The need for flexibility is required and the post holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.