Nursing Team Administrator
Invicta Health CIC
The closing date is 06 May 2024
Job summary
Invicta Health is recruiting for a Nursing Team Administrator to join the team on a part time basis at St James Surgery.
Working hours per week: 15 hours
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As a Nursing
Team Administrator, you will provide an important role in supporting the nursing
team with their day-to-day responsibilities by undertaking a variety of
administrative duties. Some of these duties include dealing with general
queries via phone, email and post, photocopying, scanning and filing.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- NHS Pension
- Learning and Development opportunities
- Progression opportunities
- Competitive annual leave entitlement
- Incremental pay progression
- Flexible working
- Approved blue light card provider
- Salary Sacrifice Schemes
- Car Lease Scheme
- Employee Assistance Programme
Job description
Job responsibilities
General Administration
- Compile the Nursing Teams rotas on a monthly
basis, 6 weeks in advance to allow time for appointments to be added to the
clinical system. This is to include annual leave and training.
- Manage a training tracker for the nursing team
and send reminders when training is due.
- Create the agenda, attend and take minutes for
the Nurse meetings.
- Conduct searches and reports as required using
the EMIS system.
- Review DOCMAN workflow, actioning anything as
required by the nursing team.
- Maintain, file and distribute any Patient
Group Directions (PGDs) to the nursing team in a timely manner.
- Post questionnaires to patients using the
available clinical systems, for example COPD and Asthma in a timely manner.
- Create, print, and effectively display Public
Health promotion for the practice.
- Photocopy, scan, file and proof reading in a
timely and accurate manner.
- Code screening results under the supervision
of the Lead Nurse, including Breast screening, Bowel Screening, Cytology and
Diabetic Eye screening results.
Clinics, Immunisations and Vaccinations
- Liaise with
the QOF and Claims Managers in arranging clinics and managing patient registers.
This includes reviewing recall lists, contacting patients via text, assessing
which clinician is most suitable and booking appointments. Complete review
forms and post management plans where necessary.
- Assist with
the administration of the Annual Flu Campaign. This includes writing the
practice flu plan, organising staff for clinics, arranging visits to care homes
and housebound patients, distributing correspondence to patients and other
healthcare services, logging and communicating Patient Group Directions (PGDs)
and Patient Specific Directions (PSDs).
- Monitor stock levels, and order Immunisations
and vaccines where necessary, and in adherence to protocol.
- Deal with general queries on Immunisations and
vaccines via phone, e-mail and post in a timely manner, directing to others
where appropriate.
Miscellaneous
- Liaise with Public Health England for updated
information on clinical procedures and processes.
- Liaising with the Nursing Team & QOF and
Claims Managers and attending
meetings as and when required.
- Receive any deliveries of onsite drugs, ensure
secure and safe storage and review daily stock to ensure all are accounted for.
- Conduct daily fridge temperature checks and
recordings to ensure suitable temperature for the storage of drugs, organising
annual servicing and regular cleaning of the fridges.
- Monitor the Oxygen cylinder levels and re
order.
- Check, order and restock all clinical rooms
weekly including emergency equipment/drugs.
General Duties
- To
work collaboratively and professionally with colleagues across Invicta Health,
building and maintaining relationships.
- To
contribute to the development of services, including processes, templates and
principles.
- To treat all members of the public with respect and
not to discriminate on the grounds of age, disability, gender reassignment,
race, religion or belief, gender, sexual orientation, marriage or civil
partnership, or pregnancy and maternity or any other issue.
- To ensure that Health and Safety guidelines are
observed at all times and alert management to any concerns raised by staff or
members of the public.
- To be aware of guidelines relating to the safeguarding
of children and vulnerable adults.
- To ensure that strict confidentiality is observed at
all times, especially when dealing with personal information.
- To take part in any statutory and mandatory training
or other training and development programmes as requested.
- Any other reasonable duties as directed by your line
manager.
- Due to the changing nature of Invicta Health, job
descriptions will evolve and are therefore subject to periodic review.
- Full terms and conditions of employment will be issued
if an offer of employment is made.
Job description
Job responsibilities
General Administration
- Compile the Nursing Teams rotas on a monthly
basis, 6 weeks in advance to allow time for appointments to be added to the
clinical system. This is to include annual leave and training.
- Manage a training tracker for the nursing team
and send reminders when training is due.
- Create the agenda, attend and take minutes for
the Nurse meetings.
- Conduct searches and reports as required using
the EMIS system.
- Review DOCMAN workflow, actioning anything as
required by the nursing team.
- Maintain, file and distribute any Patient
Group Directions (PGDs) to the nursing team in a timely manner.
- Post questionnaires to patients using the
available clinical systems, for example COPD and Asthma in a timely manner.
- Create, print, and effectively display Public
Health promotion for the practice.
- Photocopy, scan, file and proof reading in a
timely and accurate manner.
- Code screening results under the supervision
of the Lead Nurse, including Breast screening, Bowel Screening, Cytology and
Diabetic Eye screening results.
Clinics, Immunisations and Vaccinations
- Liaise with
the QOF and Claims Managers in arranging clinics and managing patient registers.
This includes reviewing recall lists, contacting patients via text, assessing
which clinician is most suitable and booking appointments. Complete review
forms and post management plans where necessary.
- Assist with
the administration of the Annual Flu Campaign. This includes writing the
practice flu plan, organising staff for clinics, arranging visits to care homes
and housebound patients, distributing correspondence to patients and other
healthcare services, logging and communicating Patient Group Directions (PGDs)
and Patient Specific Directions (PSDs).
- Monitor stock levels, and order Immunisations
and vaccines where necessary, and in adherence to protocol.
- Deal with general queries on Immunisations and
vaccines via phone, e-mail and post in a timely manner, directing to others
where appropriate.
Miscellaneous
- Liaise with Public Health England for updated
information on clinical procedures and processes.
- Liaising with the Nursing Team & QOF and
Claims Managers and attending
meetings as and when required.
- Receive any deliveries of onsite drugs, ensure
secure and safe storage and review daily stock to ensure all are accounted for.
- Conduct daily fridge temperature checks and
recordings to ensure suitable temperature for the storage of drugs, organising
annual servicing and regular cleaning of the fridges.
- Monitor the Oxygen cylinder levels and re
order.
- Check, order and restock all clinical rooms
weekly including emergency equipment/drugs.
General Duties
- To
work collaboratively and professionally with colleagues across Invicta Health,
building and maintaining relationships.
- To
contribute to the development of services, including processes, templates and
principles.
- To treat all members of the public with respect and
not to discriminate on the grounds of age, disability, gender reassignment,
race, religion or belief, gender, sexual orientation, marriage or civil
partnership, or pregnancy and maternity or any other issue.
- To ensure that Health and Safety guidelines are
observed at all times and alert management to any concerns raised by staff or
members of the public.
- To be aware of guidelines relating to the safeguarding
of children and vulnerable adults.
- To ensure that strict confidentiality is observed at
all times, especially when dealing with personal information.
- To take part in any statutory and mandatory training
or other training and development programmes as requested.
- Any other reasonable duties as directed by your line
manager.
- Due to the changing nature of Invicta Health, job
descriptions will evolve and are therefore subject to periodic review.
- Full terms and conditions of employment will be issued
if an offer of employment is made.
Person Specification
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy
Experience
Essential
- Understand the importance of maintaining patient and data confidentiality
- Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations
- Experience of setting up and maintaining effective administrative filling systems
- Experience of work involving regular and accurate data inputting
Desirable
- Knowledge of office management systems and procedures
- Experience of working with Microsoft packages including, word, excel and power point
- Experience of working with EMIS and DOCMAN
- Previous administration experience within a medical environment
- Knowledge and understanding of the National Health Service
Key skills
Essential
- Able to communicate effectively and collaboratively across varied disciplines
- Able to work in a well-organised and professional manner, maintaining concentration and accuracy
- Able to manage conflicting priorities
- Good telephone manner
Personal Attributes
Essential
- Willingness to learn and adapt to change
- Highly customer focused
- Understanding and approachable
- Strives for excellence
- Honest and fair
- Leads by example
- Positive can do attitude
Person Specification
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy
Experience
Essential
- Understand the importance of maintaining patient and data confidentiality
- Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations
- Experience of setting up and maintaining effective administrative filling systems
- Experience of work involving regular and accurate data inputting
Desirable
- Knowledge of office management systems and procedures
- Experience of working with Microsoft packages including, word, excel and power point
- Experience of working with EMIS and DOCMAN
- Previous administration experience within a medical environment
- Knowledge and understanding of the National Health Service
Key skills
Essential
- Able to communicate effectively and collaboratively across varied disciplines
- Able to work in a well-organised and professional manner, maintaining concentration and accuracy
- Able to manage conflicting priorities
- Good telephone manner
Personal Attributes
Essential
- Willingness to learn and adapt to change
- Highly customer focused
- Understanding and approachable
- Strives for excellence
- Honest and fair
- Leads by example
- Positive can do attitude
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.
