Management Support Administrator

Job description

Job responsibilities

Reporting Relationships

Responsible to: Business Support Manager

About Darwin Medical Practice

Darwin Medical Practice provides services from Greenwood Health Centre, Lichfield Road, St Chads Health Centre, Dimbles Lane, Lichfield, and 29-31 High Street, Chasetown, Burntwood.

Our aim is to deliver a high quality service which will benefit our patients. With a large team working together we will maintain and improve the quality of care with the sharing of expertise and skills, this will enable patients to have more choice. We have a coordinated approach, developing our teams to support patients with long term and complex conditions.

We value our relationship with our patients and have an active Patient Participation Group to help us deliver the best service possible.

Let us help patients live a full and active life.

Teams:

The following teams make up Darwin Medical Practice

• Business support
• Clinical staff including GPs and Partners
• Secretaries
• Management
• Reception
• Admin

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

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 and maintaining work areas in a tidy and safe way and free from hazards.

Reporting potential risks identified.

Equality and Diversity:

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

Acting in a way that recognises 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-judgemental 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 recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise 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.

Job Purpose

The role of the Management Support Administrator is to support the management team to ensure compliance with premises maintenance, Information Governance and health and safety across the practice.

Principal Accountabilities

To support with ensuring timely completion of the annual Information Governance Toolkit.

To support the Business Support Manager regarding information governance processes within the practice, ensuring compliance with national and NHS regulations.

Provide support to practice staff on ensuring compliance with information governance.

To be responsible on a day-to-day basis for premises maintenance and servicing requirements, ensuring that the practice is compliant with all servicing regulations.

To be the main contact for any contractors attending the premises.

To be responsible for the maintenance and monitoring of asset registers, ensuring compliance with servicing regulations.

To support the management team with health and safety within the practice, ensuring adherence to national regulations and supporting with audits, assessments and implementation of changes within the practice.

To ensure a safe working environment by completing annual health & safety risk assessments and providing advice and guidance as necessary.

To ensure a safe working environment by completing annual fire safety risk assessments and providing advice and guidance as necessary.

To support the management team with projects, including information gathering, production of reports and statistical summaries.

Any other duties as required, commensurate with the grade.

The Practice is open from 8.00am until 6.30pm, with regular extended hours surgeries. This role will have fixed working hours but all staff are expected to support the practice by working flexibly in exceptional circumstances, according to the needs of the service.

The contents of this job description and person specification will be reviewed on an annual basis in line with the practice training and development review policy.

Person Specification

Experience

Essential

• Excellent attention to detail
• Good communication skills
• Able to manage workload and manage own time
• Experience of dealing with the public and with sensitive and confidential information
• Competent user of IT systems

Desirable

• Experience of premises management, health & safety in the workplace or information governance
• Working within a health care setting

Qualifications

Essential

• Level 3 education including maths and English grade C or above
• Competent user of IT systems

Personal Qualities

Essential

• Self -motivated and highly organised
• Approachable, flexible and can-do attitude
• Ability to relate well to others patients and carers, staff, managers and other professionals
• Be flexible and able to adapt in allocation of work at short notice
• Able to work as part of a team
• Ability to work under pressure in a busy working environment and able to multi-task
• An interest in continuing professional development.
• Positive, friendly manner

Interest & Motivation in the job

Essential

• Ability to work unsupervised and as part of a team.
• Willingness to undertake appropriate training.
• Passion for excellent customer service

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

Darwin Medical Practice

Address

Greenwood Health Centre

Lichfield Road

Burntwood

Staffordshire

WS7 0AQ

Employer's website

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