Admin / Office Manager

Job description

Job responsibilities

To be responsible for the efficient management and direction of the administration team, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice.

To support the management team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and carry out other duties as directed by the management team.

Our aim is the provision of high quality, evidence based, effective care for all of our patients delivered by a cohesive, happy team.

Wrekenton Medical Group continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery.

Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.

Primary responsibilities

The following are the core responsibilities of the Office Administration Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Office Administration Manager is responsible for:

a. Overseeing the administration and support operations of the practice, ensuring staff achieve their primary responsibilities

b. Line managing all administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training

c. Completing staff appraisals as required

d. Identifying and delivering team training where required

e. Compiling administration staff rotas

f. Reviewing and updating all administrative and reception policies and procedures as required

g. Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation

h. Coordinating the provision of temporary administrative and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences

i. Coordinating building maintenance works following guidance from the Practice manager

j. Updating the appointment system to reflect leave and other approved absences

k. Providing initial guidance and advice to patients who wish to verbally complain

l. Acting as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately

Secondary responsibilities

In addition to the primary responsibilities, the Office/Administration Manager may be requested to:

a. Partake in audit as directed by the audit lead

b. Coordinate and produce meeting agendas and record the minutes of meetings

c. Monitor and promote the use of the Friends and Family Test

d. Champion continuous improvement, encouraging staff to participate and make suggestions for Continuous Improvement initiatives

e. Assist with QOF targets

f. Schedule and take minutes for the Patient Participation Group meetings

Person Specification

Experience

Essential

• Experience of working in a GP Practice
• Significant experience of leading/managing a team
• Experience of appraisals / 121s and performance managing / development of staff

Qualifications

Essential

• GCSE English (C or above) and at least three others

Desirable

• Educated to A-level/equivalent or higher, with relevant experience
• AMSPAR qualification
• NVQ Level 2 in Health and Social Care or Business Admin
• Leadership and/or management qualification

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

Wrekenton Medical Group

Address

Wrekenton Health Centre

Springwell Road

Wrekenton

Gateshead

Tyne And Wear

NE9 7AD

United Kingdom

Employer's website

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