Practice Administrator

Job description

Job responsibilities

WOOL SURGERY

JOB DESCRIPTION

JOB TITLE: PRACTICE ADMINISTRATOR

LOCATION: The Wellbridge Practice, Wool Surgery.

HOURS: 25 per week

RESPONSIBLE TO: Practice Manager

JOB PURPOSE: To ensure the efficient day-to-day running of the practice. To provide an administrative and clerical service to support and to assist the Practice Manager and to deputise in her absence.

MAIN DUTIES & RESPONSIBILITIES:

BUSINESS OPERATIONS

• To be he first person of contact for any day to day disruptions
• To organise and liaise with contractors for repairs and maintenance

• To keep accurate records regarding the employment and salary details of all staff
• To collate, record and arrange payment of all employed staff overtime.

• To liaise with Azets (Accountants) in administering the outsourced staff payroll and pension service.
• To maintain accurate records of all employed staff annual leave, sickness absence and training status.
• To assist the Practice Manager with all aspects of staff recruitment incl: advertising, production of application packs, collating and disseminating completed applications as directed, setting up interviews etc.
• To organise and carry out induction and orientation of new staff incl Health & Safety and Fire Safety.
• To organise appropriate training, including mandatory training for staff and doctors throughout the year.

HEALTH & SAFETY

• To be responsible for day to day Health & Safety/Fire Safety within the practice as follows:

1. To be first point of contact for all H&S issues including

accurate reporting and recording of accidents occurring on the premises.

2. Keeping up to date with H&S/Fire Safety regulations.

3. Ensuring that the practice complies with any new or amended regulations.

4. Maintain the practice Fire Log and Health & Safety Policy.

5. Ensure regular checks of the fire alarm are carried out and recorded in the fire log.

6. Ensure that regular maintenance checks on the fire alarm and emergency lighting are carried under the terms of current contract held with Dorset Fire Protection.

7. Ensure annual maintenance of all fire extinguishers is carried out.

8. Ensure annual fire drill is carried out and recorded in the fire log.

9. Liaise with the Fire Officer at annual fire inspection and ensure any recommendations are actioned.

10. Ensure all COSHH regulations are adhered to.

11. To organise and ensure that annual mandatory H&S and Fire Safety training is made available to all staff

12. To check and record the water temperature and to run any taps that are not regularly used.

13. Ensure all attached staff and visiting staff are aware of the fire evacuation procedure.

14. Keep fire marshal boards up to date and all attached torches are working.

QUALITY & OUTCOMES FRAMEWORK

• To continuously monitor the current (how am I driving) and the predicted year end situation regarding the practice QOF achievement targets.
• To liaise with the doctors and nurses regarding their allocated indicators on a regular basis and to inform them of any shortfalls or any work that needs to be done in order to achieve maximum points.
• To administer the call and recall of patients for each indicator that requires an annual review or test to be carried out.

ENHANCED SERVICES

To assist the Practice Manager where necessary with duties below:

• To arrange appointments as necessary to meet the requirements of enhanced services including call and recall as appropriate.
• To ensure that appropriate codes and templates are available in S1 to enable clinical staff to accurately record required data.
• To regularly liaise with Doctors and the Nursing team to ensure they are maintaining comprehensive records and carrying out required audits etc in the time frames agreed.

INFORMATION TECHNOLOGY

Responsible for:

• Day to day IT troubleshooting and liaison with IT Support services
• Overseeing the Website and social media pages.
• PC replacement and return of out of use computer equipment
• Smartcard Administration for Practice Staff and attached staff
• Anti Virus Administration
• Training and the setting up of new applications for Practice Staff, attached and visiting staff.

Carers /Dementia Friendly Practice Lead

Responsible for:

• To be first point of call for all enquires concerning Carers and their requirements
• Keep information up to date and to liaise with outside agencies when required.
• Keep up to date with any carers/dementia friendly information and to attend training courses as necessary.
• To promote carers/dementia friendly information via the notice board, practice leaflet and web site.

MISCELLANEOUS DUTIES

• Data Quality to run regular reports using SystmOne and/or DiiS as requested. Dissemination of reports to doctors, PCN or ICB etc as appropriate.

• To run monthly searches using SystmOne and disseminate results to appropriate recipients.
• To assist the Practice Nurse Lead with the annual FLU campaign and all administration that is generated by this.
• To work with PM to ensure practice policies and procedures are regularly reviewed.
• To organise regular PHCT meetings including booking speakers, informing staff, liaising with drug reps and setting up of relevant equipment etc.
• To liaise with outside agencies in the booking of available consulting

rooms in the practice.

• To be responsible for bookings made for the Health Education room both in house and to outside agencies to include; dealing with associated paperwork setting up the room and clearing room after use.
• To receive, record and disseminate as appropriate all Alerts received into the practice and to ensure that any necessary action required is taken.
• To liaise with attached staff and open their rooms and make sure their PC is turned on and working.
• To be responsible for the instruction of new locums and visiting staff in the use of the PC and to make them aware of the layout of the building and the fire evacuation procedure.
• To assist the Practice Manager in any other aspects of administration as the need arises and to deputise for her in her absence.

CONFIDENTIALITY:

In the discharge of your duties you may often be in possession of confidential/personal information. You must not disclose or discuss such information outside your place of work. In addition, you must not disclose or discuss such information within your place of work except in the proper discharge of your duties. Failure to observe this confidentiality could result in disciplinary action, including dismissal, being taken against you.

HEALTH & SAFETY:

The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified

EQUITY AND DIVERSITY:

The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to and of the individual, is non judgmental and respects their circumstances, feelings priorities and rights.

PERSONAL/PROFESSIONAL DEVELOPMENT:

The post holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

QUALITY:

The post holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

COMMUNICATION:

The post holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES:

The post holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

As laid down, and amended from time to time by the Partnership at Wool Surgery.

NOTE:

This job description represents the range of duties required of the post holder at the time of issue. It is not an inflexible specification and may be reviewed according to service needs.

Person Specification

Qualifications

Essential

• GCSE's or above

Experience

Essential

• It is essential that you are proficient in using Microsoft Office applications, especially Word and Excel.

Desirable

• Experience working in general practice or healthcare
• Experience using SystmOne

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.

Employer details

Employer name

The Wellbridge Practice

Address

Meadow Lane

Wool

Wareham

Dorset

BH20 6DR

Employer's website

https://www.wellbridge.co.uk/ (Opens in a new tab)