Job responsibilities
Day to day
operations of the practice:
Supporting the Business Manager as required, acting for them in their
absence.
Deputise for the Business Manager in their absence whilst on leave,
sick or attending offsite meetings, taking decisions within defined limits.
Ensure good clear communication of day-to-day issues to between all
Practice teams and throughout the Practice.
Help manage workload, capacity and demand, including appointment systems, staff rotas and cover arrangements.
Taking absence calls from staff and making immediate arrangements to
cover sickness/cancel appointments delegating to the team leader as
appropriate.
Managing complaints
and feedback both face to face, on the telephone and in writing. Taking
comprehensive details, either passing to GP (in case of clinical complaints) or
investigating (admin and process complaints) and responding in person or in
writing if requested.
HR responsibilities
- Overall People Management
Line management of the Administration Team, this will include appraisal
and performance management in line with Practices key objectives.
Coordinate and organise internal meetings, ensuring accurate and timely
minutes are produced.
Monitor sick leave and other unplanned leave for all staff. Manage
occupational issues arising from recurring or prolonged absence due to
sickness.
Oversee all planned absence and workforce planning on a daily
operational basis.
Support and encourage personal development and job satisfaction,
wellbeing in work for all staff.
Manage conflict management and mediation between individuals and support
and work closely with team managers and ensure co-operation between teams.
Recruitment and
induction of new staff
Manage the recruitment process for the practice for all staff placing
the advert, collating, and evaluating responses in conjunction with the line
manager, convening the interview panel, inviting candidates, and communicating
the outcome ensuring appropriate records are kept at every stage.
Ensuring references and all relevant documentation is received before
the offer is confirmed and the start of new staff including registration and
DBS checks. Ensure an induction plan is in place for the role including a
timetable that includes core stat/man training, information governance, fire
safety, health and safety and a guided tour of the premises.
Health and Safety
Compliance
Act as the Health
and Safety Officer for the practice.
Ensure risk assessments are undertaken when necessary and the assessment
is logged and periodically reviewed.
Ensure accidents are logged in the Accident Logbook. Organise First Aid
training as required.
Act as Fire Safety Officer conducting routine and ad hoc fire drills.
Book Fire warden training as required.
Ensuring
workstations are fit for use and staff have the equipment they need.
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, reporting potential risks identified
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.
Income Expenses and
Practice Account
Gain understanding
of practice income expenses and finance issues to be able to give support
during periods of absence or sickness.
Confidentiality:
While 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, other 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.
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
team's 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 people's needs for alternative methods of communication and respond
accordingly.
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 people's 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 the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights
