Risk and Compliance Administrator

Job responsibilities

CQC, Governance and Compliance

The post-holder will support the Practice in maintaining effective governance systems and meeting regulatory and contractual requirements. Duties may include:

• Supporting the Practices preparation for, and ongoing compliance with, Care Quality Commission standards.
• Assisting with regular compliance checks, audits and self-assessments across all Practice sites.
• Supporting the maintenance of the Practice risk register and related action tracking.
• Assisting with significant event and learning event administration.
• Supporting the administration, review and tracking of Practice policies, protocols and procedures.
• Assisting with staff audits and compliance checks as required.
• Maintaining accurate records and evidence to support governance, assurance and inspection readiness.
• Supporting the implementation of learning, actions and improvements arising from complaints, incidents, audits and reviews.

Human Resources and Workforce Administration

The post-holder will support the Practice with a broad range of HR and workforce administration. Duties may include:

• Supporting recruitment processes, including advertising roles, collating applications, arranging interviews and assisting with interview administration.
• Completing pre-employment administration, including references, checks, certificates, starter forms, health questionnaires and induction paperwork.
• Supporting the onboarding of new staff and trainees.
• Acting as an initial point of contact for new starter queries.
• Maintaining staff paper and electronic records accurately and confidentially.
• Supporting leaver administration and exit processes.
• Tracking staff sickness absence and return-to-work documentation.
• Supporting the management of appraisal, probation and training records.
• Tracking and chasing completion of mandatory and role-specific training.
• Supporting DBS checks, professional registration records, revalidation dates and vaccination status records.
• Supporting work pattern change requests and other workforce administration as required.
• Assisting with investigation, disciplinary and formal meeting administration, including notetaking where appropriate.
• Supporting staff wellbeing and pastoral administration where appropriate and within the boundaries of the role.

Training, Meetings and Practice Events

The post-holder will assist with the organisation and administration of Practice training and meetings. Duties may include:

• Supporting the organisation of Protected Learning Time events.
• Liaising with Partners, managers, clinical leads and external trainers as required.
• Preparing agendas, notices, registers, room set-up and supporting materials.
• Recording online presentations or training sessions where required.
• Supporting the administration of BLS, first aid, fire training and other mandatory or Practice-wide training.
• Maintaining accurate records of training attendance and outcomes.
• Booking and setting up meeting rooms and ensuring rooms are appropriately prepared for use.
• Supporting Flu, Covid and other Practice clinic set-up as required.

Complaints, Feedback and Patient Experience

The post-holder will support the Practice in responding to feedback and maintaining effective patient communication processes. Duties may include:

• Supporting the administration and handling of complaints, feedback and patient learning events.
• Assisting with the preparation, tracking and management of complaint responses and related documentation.
• Supporting the administration of warning letters, removals and correspondence relating to difficult or inappropriate patient behaviour.
• Providing support to Reception and other teams in managing difficult or sensitive patient interactions.
• Administering the Friends and Family Test, including sending texts, collating results and preparing reports.
• Monitoring and supporting responses to feedback received through relevant online and public platforms.
• Sharing appropriate feedback with individuals, teams and managers to support learning and improvement.

Patient-Related Administration and Practice Communications

The post-holder will provide administrative support for patient-related services and communication processes. Duties may include:

• Supporting general patient administration that falls within the Risk and Compliance Department.
• Supporting the administration of group sessions, including inviting patients, managing registers, preparing rooms and arranging materials.
• Supporting palliative care administration and GP assignment processes.
• Supporting the Practice death administration process, including liaison with Medical Examiners, Coroners, relatives and funeral directors where required.
• Supporting carers administration, including registering and deregistering carers, preparing information packs and promoting carers events.
• Supporting Practice communications, including website updates, social media, notice boards and patient information displays.
• Keeping clinical room, office and public notice boards up to date.
• Providing general printing, laminating and administrative support for clinical and non-clinical teams where appropriate.

Premises, Facilities and Health & Safety

The post-holder will support the safe and effective management of Practice premises and facilities across all sites. Duties may include:

• Supporting premises compliance, health and safety checks and environmental standards.
• Assisting with the coordination of maintenance, servicing and repairs.
• Monitoring and maintaining records for planned checks, inspections and servicing.
• Supporting fire safety processes, including fire drills, fire risk assessments and safety audits.
• Supporting health and safety inspections and action tracking.
• Assisting with the management of contractors, cleaners, visitors and premises-related queries.
• Supporting processes relating to emergency lighting, lifts, alarms, water safety, air conditioning, plant rooms, automatic doors, roller shutters and other premises systems.
• Assisting with Legionella testing, PAT testing, microbial testing, air handling unit checks and other required testing.
• Supporting medical equipment calibration and equipment maintenance.
• Responding appropriately to urgent premises issues, including spillages, cleaning concerns, overflowing toilets, access issues and other safety hazards.
• Supporting out-of-hours or emergency premises processes where required and appropriate.

Minor Operations and External Users

The post-holder will support the administration and smooth running of the minor operations suite and related external use of Practice premises. Duties may include:

• Acting as a point of contact for minor operations bookings and related enquiries.
• Supporting arrangements for external providers, tenants and visiting services using Practice rooms or facilities.
• Maintaining relevant tracking tools, booking records and ...