Administration Supervisor

Job description

Job responsibilities

Main Responsibilities

Supervisory

Oversee and supervise the daily workload of the Administration team.

Undertake staff 1:1, appraisals, and report any concerns to the Deputy Practice Manager.

To mentor, supervise and develop new and existing staff, ensuring participation in required training.

Promote Invicta Health organisational values and behaviour and ensure the Administration staff work toward these and adhere to all policies and procedures.

Manage the Administration team daily and ensure cover in place for annual leave and sickness.

Perform Inductions including creating logins for new starters and create a training matrix for all staff.

Perform Exit audits to ensure all leavers are removed efficiently from all systems.

Raise and escalate any IT issues that arise from the Admin team.

Troubleshoot any complaints that may arise relating to the Admin team ensuring to log actions and investigations on Uylsses.

Chair monthly Admin team meetings, create an agenda and action log.

Liaise with the QOF Managers in raising claims around Prescriptions

Referrals & Administration

Monitor and complete all administration tasks that originate from DOCMAN and EMIS.

Raise Invoices for Private Fees

Order Stationary, ensuring cost effective practice

Perform regular audits as directed by Deputy Practice Manager

Assist the Deputy Practice Manager in Health & Safety actions and ensure actions are updated and reported on in Pyramid.

Oversee the Admin Teams workload, ensuring deadlines are met and work is completed in a timely manner.

Data Handling

Accurately code information, following coding protocol and using industry recognised codes.

Examine records and documentation for missing information and ensure correct coding.

Ensure information/communications are appropriately added to the Clinical system

Ensure the practice complies with clinical coding guidelines and protocols.

Use EMIS & DOCMAN to enter QOF data, ensuring correct SNOMED clinical codes are used.

Carry out administrative tasks relating to patient records, including filing, scanning and document management.

Act as a deputy for IG lead and support with subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

Communication

To receive incoming and initiate outgoing telephone calls relating to the Admin Team to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

Monitor the Admin Teams email accounts and action any requests and raising any urgent enquiries to your line manager where relevant.

Miscellaneous

Attend clinical and management meetings and take minutes when requested.

Cover the work of other colleagues within the Administration team when requested.

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 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.

Desirable

• AMSPAR qualification

Experience

Essential

• Knowledge of read codes/SNOMED codes.
• Working knowledge of Medical Terminology.
• Knowledge of clinical computer systems, including EMIS and DOCMAN.
• 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
• Experience of working with Microsoft packages including, word, excel and power point.

Desirable

• Knowledge of office management systems and procedures
• Previous administration experience within a medical environment
• Knowledge and experience in the use of the E-referral system (ERS)

Key Skills

Essential

• Pro-active approach to problem solving.
• Good written and verbal communication.
• Methodical, accurate and with excellent attention to detail.
• Ability to prioritise and manage a busy and varied workload.
• Ability to work autonomously with the confidence to make decisions.
• Excellent time management and organisational skills.

Desirable

• Proven supervisory skills.

Personal Attributes

Essential

• Adaptable and flexible approach.
• Polite and approachable.
• Strive 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.

Employer details

Employer name

Invicta Health CIC

Address

St. James Surgery

2 Harold Street

Dover

Kent

CT16 1SF

Employer's website

https://invictahealth.co.uk/ (Opens in a new tab)