Administration Team Leader

Job description

Job responsibilities

Responsible for the day-to-day supervision and management of all Administration staff and associated functions.

Ensure all administration duties and responsibilities are carried out in accordance with agreed procedures, protocols and time-scales, and reporting to the management team as necessary.

Job responsibilities/Duties:

Leading the team and implementing active signposting and care navigation

Induction and training of all new reception staff to agreed standards

Provide support and guidance to new staff and help upskilling the new and existing team members

Ensure administration team members are up to date with mandatory training requirements.

Ensure adequate staffing levels and organise rotas

Deal with more complex enquiries from patients and act as first point of contact for dealing with patient complaints

Supervise the team processes to reach internal targets

Oversee accurate message taking for clinical and administrative staff

Supervising the processing and distribution of incoming and outgoing mail

Oversee and manage the daily tasks from clinical staff, ensuring these are processed and actioned by the team in an accurate, efficient and timely manner

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Supervise the team in responding to requests from patients, other team members and associated healthcare agencies and providers.

Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning

Oversee the registration process of new patients

Encourage and support personal development of members of the Administration Team including taking an active role in performance reviews and annual appraisals

Maintenance of QOF registers including invitations for patients to attend for appointments / reviews

Oversee the processing of NHS.net emails

Manage patient queries for online access

Ensure appropriate notification of practice closures is displayed in the patient waiting area

Continually assess and evaluate systems, recommending changes and improvements to the management team as appropriate

Undertake any relevant training appropriate to the job role

Undertake any other additional duties appropriate to the post as requested by the partners or management team.

Overseeing the opening up/locking up of practice premises and maintaining security in accordance with practice protocols

Ensure communication with LHIS is dealt with in a timely with any IT queries

Ensure Post incoming/outgoing is dealt with in a timely manner & confidentiality adhered to at all times

The above list of duties is not exhaustive and may be subject to change as deemed necessary.

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, 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

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

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

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 that 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

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Experience of leading a team

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

Warren Lane Doctors Surgery

Address

Warren Lane Surgery

Leicester Forest East

Leicester

Leicestershire

LE3 3LW

Employer's website

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