Senior Management Administrator

Job description

Job responsibilities

Communications

Managing the Chief Executive Officers and the Head of HR & Finances incoming post in their absence.

Forwarding e-mails from the Chief Executive Officers and the Head of HR & Finances Outlook Inboxes (as agreed) in their absence.

Managing the Chief Executive Officers and the Head of HR & Finances calendars in their absence and arranging meetings with colleagues and/or external organisations on their behalf.

Taking telephone messages in the Chief Executive Officers and the Head of HR & Finances absence.

Occasional communication with external bodies on behalf of the Chief Executive Officer and the Head of HR & Finance eg bank, ICB, NHS England, accountant etc.

General Office support

Assistance with general document production.

Photocopying documents for circulating to Partners or staff.

Occasional secretarial support.

Assist the Head of Allied Clinical Services with ad-hoc administration support.

Meetings

Attending meetings with the Chief Executive Officer or the Head of HR & Finance, taking minutes and providing assistance as required.

Organising working lunches for meetings.

PDP Administration

Organise Partner PDPs, send out all relevant paperwork, a notification to all staff regarding feedback and book a room.

Organise salaried GP PDPs, send out all relevant paperwork, a notification to all staff regarding feedback and book a room.

Organise PDPs for other staff as requested, send out relevant paperwork, a notification to all staff regarding feedback (if appropriate) and book a room.

Pharmacy Administration

Provide administrative support to the Head of HR & Finance for Holme Pharmacy to include

Organising meetings and taking minutes as required.

HR administration under the guidance of the Head of HR & Finance.

Disseminate staff communications.

Data Entry

Assist the Head of HR & Finance and the HR Officer with data entry on the HR system and associated registers, ensuring that care is taken so that the information is accurate.

Support with other data entry as required.

Data Analysis & Reporting

Create and maintain Microsoft Excel calculation and analysis tools to support business administration and management making use of Microsoft Excel advanced formulas, data validation tools and other advanced features.

Support the Head of HR & Finance and Chief Executive Officer with complex data analysis and reporting using a range of software to include Microsoft Excel, Microsoft Access and enhanced reporting features within the HR system.

Enhanced Access Reporting

Complete monthly returns to the ICB detailing the practices enhanced access provision and utilisation, highlighting any issues to the Head of HR & Finance.

Provide quarterly reports to the Senior Management Team on the provision, utilisation and cover provided by staff within the EA service.

Policy Management

Oversee the creation and updating of practice and pharmacy policies, ensuring those responsible for updating each policy complete this in a reasonable timeframe.

Maintain a central list of all policies.

Disseminate policies to staff as required.

Complaints

Provide assistance to the Complaints Officer and Senior Management Team with the administration of complaints, typing letters and completing general administration as required.

General IT support

Provide general IT support to staff, directing staff to the Operations Manager and Head of Systems & Estates if necessary.

Person Specification

Qualifications

Essential

• Good standard of general education.

Desirable

• Advanced IT qualification.

Skills

Essential

• Excellent communication skills (written and oral).
• Strong organisational skills and interpersonal skills.
• Ability to manage change in an inclusive manner.
• Advanced ITY data analysis skills.
• Advanced logical reasoning skills.
• Time management & the ability to work to deadlines.
• Problem solving skills.
• Interpersonal skills.

Experience

Essential

• Practical experience of working with others.
• Experience of using own initiative.
• Experience of advanced data analysis.
• Experience of working in and administrative support role including taking minutes.

Behaviours

Essential

• Sensitive to confidentiality and discretion.
• Planning, organising and the ability to multitask and prioritise workload.
• Performing under pressure.
• Adaptable.
• Flexible.
• Self-motivated.
• Methodical and able to check work effectively for accuracy.
• Diplomatic.
• Empathetic.

Knowledge

Desirable

• Knowledge of the NHS in General Practice in particular.

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 Ridings Medical Group

Address

4 Centurion Way

Brough

HU15 1AY

Employer's website

https://www.theridingsmedicalgroup.nhs.uk/ (Opens in a new tab)