Senior Administrator

Job description

Job responsibilities

Main Duties and Responsibilities:

1. Management and Planning

• Rotas, availability, allocation, changes
• Organise duty rotas, leave requests approved by management, study leave
• Co-ordinate clinician availability in conjunction with management
• Update appointments systems for leave/duty changes
• Attend requested meetings relevant to the practice
• Deputise Assistant Practice Manager/Practice Manager in their absence

2. Staff Management and Human Resources (HR)

• Provide induction training and ongoing review for administrative staff and as required
• Ensure Practice policies are followed and accurate records are kept with particular reference to: appointments, messages, visits, post, patient registration, repeat prescriptions, filing systems, births and deaths, etc.
• Staff rota management
• Liaise with management team concerning staffing and organisation of work
• Liaise with other members of the primary health care team, outside agencies and as required

3.Organisational Responsibilities

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 patient needs
• Effectively manage own time, workload and resources
• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly
• Apply Practice policies, standards and guidance and take active part in their development
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Assist management in audits and reporting as where appropriate

4. Patient Services and Patient Involvement

• Provide reception cover in absence of staff.
• Deal with informal/verbal complaints in accordance with Practice Complaints Procedure and evaluate suggestions; supported by practice management
• Co-ordinate daily doctors/nurses requests
• Maintenance of computerised appointment system
• Ensure adequate staffing for patient services
• Support service clinics and co-ordinate staffing i.e. flu clinic
• Ensure systems are in place for recording of data
• Improvement and development of services where required
• Co-ordination of patient engagement groups

5. Information Management and Technology

• Attend meetings relevant to practice
• Oversee weekly scheduled list and ensure extension/changes of appointment books on computer are carried out accurately
• Have full understanding of appointment system
• Have a working knowledge of all software and hardware
• Deal with IT problems as needed
• Following Information Governance policies and procedures
• Train staff in use of systems
• Have a clear understanding of telephone systems, daytime and out of hours
• Hands-on maintenance as required e.g. reporting wear and tear
• Assist with remodelling and room moves as required
• Understand security systems alarms & cameras
• Ensure communication systems are running smoothly, clinical and non-clinical staff are kept fully informed of changes in procedures
• Assist with production and upkeep of Practice Procedures Manual
• Manage paperwork systems including post, internal and external
• Act as a central source of information

6. Health and Safety responsibilities

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, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified
• 7.Personal Development and responsibilities

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

Person Specification

Qualifications

Essential

• Educated to GCSE Level or equivalent

Desirable

• GCSE Mathematics and English (C or above),
• AMSPAR Receptionist/Administrator qualification ,
• NVQ Level 2 in Health and Social care,

Experience

Essential

• Experience of working with in the General Public;
• Experience of Administrative duties

Desirable

• Experience of working in a Healthcare settings

Skills

Essential

• Excellent communication skills (written and oral);
• Strong IT skills;
• Clear, polite telephone manner;
• Strong leadership skills ;
• Competent in the use of Office and Outlook;
• Effective time management (planning and organising);
• Ability to work as a team member and autonomously;
• Good interpersonal skills;
• Problem solving and analytical skills;
• Ability to follow policy and procedure;
• Flexibility to adapt to changing priorities, unexpected challenges, and the ability to manage multiple tasks efficiently;

Desirable

• EMIS/SystmOne/Vision user skills

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

Sangam Practice

Address

Sangam Surgery

1 Toronto Avenue

London

E12 5JF

Employer's website

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