Administration Manager

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES:

- Support the practice to achieve a number of targets, such as those relating to flu, covid vaccines, baby immunisations, shingles, Learning Disabilities.

- Monitor and manage waiting lists to ensure patients are captured and actioned appropriately. These lists may be relevant to several things such as access to clinical services or for in house assessments / treatments.

- Familiarise self with the different chronic disease targets and support the relevant teams in obtaining these.

- Insurance reporting

- Manage a rota for the team to ensure all workstations are appropriately covered to enable all work to be actioned in a timely manner.

- Conduct 1-1s with your team throughout the year this requires the postholder to be a good listener and problem solver. An ability to summarise and feedback any issues or suggestions to the practice manager to help facilitate discussions for improvement is required.

- Recruitment - assist the Practice Manager with admin team recruitment including shortlisting, participating in interviews and induction of new staff

- Organise practice nurse meetings, this includes pulling together the agenda, chairing the meeting and facilitating. Accurate minute taking is required and this to then be presented well and shared with the attendee's post meeting.

- Maintain a Palliative care register, add patients under the Gold standard framework prognostic indicator, attend palliative care meetings take the minutes and remove patients or make changes to which stage they are now at on the register.

- Submit monthly and some end of year figures onto clinical systems, such as CQRS. This requires someone to be mindful of deadlines and be able to manage their workload accordingly.

- Understand the data the practice needs to capture and submit.

- Organise and provide cover for admin office/ typing office when there are staffing issues; this can include prescription cover.

- Ensure your training is up to date.

- Support certain roles in the practice, for example our General Practice Assistants if they need guidance with certain administrative duties.

- Attend a quarterly QoF (Quality and Outcomes Framework) planning meeting with Partners to ensure the Practice achieves its targets.

- Organise and attend meetings in relation to new processes that involve the admin and typing team.

- Review and update relevant policies.

- Support with vaccine management, this includes, ordering flu vaccine and give figures for vaccine ordering and transporting vaccines.

- Hold regular admin team meetings to ensure there is a common understanding of any upcoming pressures or specific goals.

- Improving access to services.

- Working with the QoF Officer to ascertain areas for improvement to ensure we maintain our high achievement.

- Attendance at practice team meetings with contribution to the discussion and involvement in ongoing development of the practice

- Annual data quality audit

COMMUNICATIONS AND RELATIONSHIPS:

- Communicate clearly and effectively with TBMG management team.

- Communicate clearly and effectively with patients and carers; recognising patients rights and taking appropriate action to address discrimination.

- Liaison with, and referral to, other members of the primary health care team and outside agencies to ensure appropriate care is provided for the practice population.

KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED:

- Good verbal, written and communication skills.

- Experience/ understanding of Primary Care/General Practice desirable.

- Self-motivating and able to work under own direction with relevant supervision.

- Able to work effectively as part of a team.

- Able to practice autonomously within appropriate standards, policies, and protocols, but appreciates and acknowledges limitations of own competence.

- Good IT literacy essential.

Person Specification

Experience

Essential

• Experience of working in a role which involves administration duties
• Experience of working in General Practice or the health sector
• Experience of using Microsoft Software such as word and excel

Desirable

• Management experience
• Use of SystmOne

Qualifications

Essential

• GCSE grade A - C in English and Maths

Desirable

• Qualified to NVQ level 3
• Management qualification
• Administration 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

Thornaby & Barwick Medical Centre

Address

Thornaby Barwick Medical Group

Trenchard Avenue

Thornaby

Stockton-on-tees

Cleveland

TS170EE

Employer's website

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