Admin and Governance Manager

Job description

Job responsibilities

Partnership

Monitor and maintain systems to review list sizes, adjust registration rota as part of an admin function within the team.

Prepare appropriate reports as needed by the Partners / Strategic Manager or Management team meetings e.g., workload / workflow etc.

Management and planning

Monitor and evaluate performance of the practice administrative teams against objectives; identify and manage change

Provide innovation and opportunities to maximise performance within administrative functions

Create opportunities for staff to develop, working with individuals and teams to provide leadership, and where appropriate supervision to staff to improve performance and achieve success

Develop and maintain effective communication both within the teams and with relevant outside agencies

Monitor and review performance in relation to telephone systems, and admin functions as part of the weekly and monthly dashboard review

Patients

Create and implement the development of new and existing services, ensuring that the administrative support works to support team goals.

Work with the Clinical Services Manager (who will act as the Complaints lead) to facilitate information gathering where complaints relate to Admin procedures and provide support the members of the management team in relation to complaints in the absence of the Clinical Services Manager for received complaints.

Ensure service development and delivery is in accordance with local and national guidelines

Ensure that the practice complies with NHS contractual obligations in relation to patient care from an administrative perspective.

Maintain registration policies and monitor patient turnover and capitation

Support patient engagement and share learning with teams

Employed staff

Oversee the recruitment and retention of Patient Advisor and Medical Secretarial team staff

Ensure that all relevant staff teams are legally and gainfully employed. Monitor skill-mix and deployment of staff to maximise outcomes and increase staff satisfaction

Manage staffing levels within target budgets

Evaluate, organise, and oversee staff induction and training within the team and ensure that all staff are adequately trained to fulfil their role

Oversee effective staff appraisal and monitoring systems carryout appraisal with staff groups working with Department Leads to facilitate this.

Support and mentor staff, both as individuals and as team members

Implement effective systems for the resolution of disputes and grievances and hear these on behalf of the practices for Admin teams

Keep abreast of changes in employment legislation through our contracted HR provider and NHS E-learning.

Maintain accurate and appropriate records for relevant teams to ensure up-to-dated HR documentation (including job descriptions, employment contracts and employment policies)

Oversee staff leave working with the Admin Supervisor to ensure recording through HR and relevant Practice software.

Organise and chair monthly staff meetings for relevant teams

Health & safety:

The post-holder will have responsibility for Health and Safety within the Practice and will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

Ensuring job holders across the practice adhere to their individual responsibilities health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business

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 across the business

Making effective use of training to update knowledge and skills, and initiate and manage the training of others

Maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed

Actively identifying, reporting, and correction of health and safety hazards when recognised

Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers

Undertaking periodic infection control training (minimum annually)

Routine management of own team / team areas, and maintenance of workspace standards

Demonstrate due regard for safeguarding and promoting the welfare of children.

Care out required fire drills and checks

Contract staff

Negotiate contracts for relevant Admin practice teams

Organise systems for the services they provide.

Deal with difficulties/complaints as a first line contact for patients.

Finance

Ensure systems are in place for invoicing private patients.

Manage collection of cash payments by Admin teams

Oversee the management of Petty Cash arrangements as required.

Information technology

To assist with the management of and have an overall understanding of all IT systems in the building.

Maintain Network (hardware & software) working with the IT support teams on all practice sites.

Evaluate and plan practice IT implementation and modernisation as part of the management team liaising with the Clinical Service Manager and IT Leads.

Keep abreast of the latest development in primary care IT including DoH initiatives as disease coding, Patient access and Patient Charter

Motivate, support, and monitor staff in the use of IT; organise, oversee, and evaluate IT training

Set targets and monitoring standards for data entry and data collection

Ensure that the practice has effective IT data security, back-up, maintenance, and disaster recovery plans in place

Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.

Oversee the content and appropriateness of the practices website working with the IT Support teams.

Building

When onsite provide an operational lead role for premises including security / repairs and maintenance liaising with the Clinical Services Manager / Strategic Manager

Have a clear understanding of telephone systems, daytime and out of hours.

Ensure maintenance is carried out as required e.g., lighting.

Comply with all Health and Safety at Work Act legislation.

Information

Organise internal Admin meetings.

Issue procedures and policies for relevant teams.

Act as a central source of information as required.

Other organisations

Liaise with:

NHS England - ICB, PCSE etc. as required

Voluntary agencies as appropriate.

Social Services.

Hospitals.

Local practices.

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 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:

Write and 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.

Person Specification

Qualifications

Essential

• Educated to Degree level or evidence of relevant qualifications related to primary care.

Desirable

• Membership of relevant professional body.

Experience

Essential

• Experience of leading and managing teams, and undertaking project planning and implementation, including training to achieve success.
• Previous Management position at a senior level, with an understanding of HR and people management.

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

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

Bosvena Health

Address

Bell Lane

Bodmin

Cornwall

PL31 2JJ

Employer's website

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