Job summary
This Administrator role sits within the Clinical Services Team at NGPS and will provide administrative support to delivery of the Urgent Care contract and Flexipool Service at NGPS.
Under the alliance, NGPS is responsible for the provision of GP cover across the Emergency Department (ED) of the Royal Victoria Infirmary and Urgent Treatment Centres (UTC) at Molineux Street and Ponteland Road. NGPS is also responsible for the recruitment of GPs into the flexible workforce bank (Flexipool); this service aims to provide short- and long-term staffing cover for practices in Newcastle.
Main duties of the job
The Administrator will work independently and as part of a team to complete administrative tasks that underpin the recruitment and on-boarding of new staff into the NGPS staff bank, including managing emails and communications, and processing documentation for GPs working across the Flexipool and Urgent Treatment Centre (UTC) services.
About us
Newcastle GP Services (NGPS) is the GP federation for Newcastle-upon-Tyne. We are a member organisation for 27 out of the 28 general practices in Newcastle. Our role is to support them to provide excellent clinical care and a positive patient experience.
We are a skilled team of non-clinicians and clinicians with significant experience working in healthcare. We help practices work at scale across Newcastle, providing targeted and effective patient care and innovative methods of working to improve quality and efficiency.
You can find out more about NGPS and the services we offer on our website here: https://newcastle-gp-services.co.uk
Job description
Job responsibilities
The following are the core responsibilities of the UTC Administrator. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
- Use Microsoft Outlook to effectively manage and organise emails in a shared inbox
- Respond to, and escalate queries
- Communicate with partner organisations
- Communicate with GPs
- Follow processes to support the recruitment and on-boarding of new staff
- Support with rota management and creation
- Support with process development and document creation
- Maintain accurate records for compliance, OPEL, GP, performance, etc.
- Use Microsoft Applications, including Excel, to record information
- Work as part of the NGPS team to achieve shared goals
- General administrative duties
- Handle information in line with GDPR
- Organise own workload and meet deadlines
- Handle DBS application process for GPs
- Be responsible for communicating with GPs when updated compliance is required.
- Cross checking invoices before they are paid
- Arrange GP interviews and inductions
Job description
Job responsibilities
The following are the core responsibilities of the UTC Administrator. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
- Use Microsoft Outlook to effectively manage and organise emails in a shared inbox
- Respond to, and escalate queries
- Communicate with partner organisations
- Communicate with GPs
- Follow processes to support the recruitment and on-boarding of new staff
- Support with rota management and creation
- Support with process development and document creation
- Maintain accurate records for compliance, OPEL, GP, performance, etc.
- Use Microsoft Applications, including Excel, to record information
- Work as part of the NGPS team to achieve shared goals
- General administrative duties
- Handle information in line with GDPR
- Organise own workload and meet deadlines
- Handle DBS application process for GPs
- Be responsible for communicating with GPs when updated compliance is required.
- Cross checking invoices before they are paid
- Arrange GP interviews and inductions
Person Specification
Experience
Essential
- Experience of working in a demanding environment with competing priorities
- Experience of handling confidential information and an up to date knowledge of data protection legislation
- Experience of team working and versatility to take on a variety of tasks
- Experience of managing your own workload
- Experience of working in Microsoft Outlook and responding to email communications
- Experience in an administrative role
Desirable
- Experience in healthcare (specifically General Practice)
- Experience with a staff bank and rota
Qualities
Essential
- Forward thinker with a solutions-focused approach to problem-solving
- Personable and approachable
- Commitment to continuous service improvement
- Self-motivated and confident able to work with minimal direction
- Adaptable and innovative
- Enthusiasm, with energy and drive
- Hard working, reliable and resourceful
- Ability to work flexibly, and outside of core hours where required
- Considered, steady approach
- Diplomacy
Qualifications
Essential
- Educated to GCSE level, or equivalent evidence of effective numeracy, literacy and word processing skills
- Evidence of a commitment to continuing professional development
Skills
Essential
- Excellent written and verbal communication skills
- Excellent organisation and time management skills, with a proven ability to meet deadlines
- Ability to build collaborative relationships
- Proficient in Microsoft Office packages e.g. Outlook, Word, Excel and PowerPoint and capable of producing documents to a high standard
- Excellent organisation and time management skills
- Ability to use initiative and judgement
- Keen attention to detail
Person Specification
Experience
Essential
- Experience of working in a demanding environment with competing priorities
- Experience of handling confidential information and an up to date knowledge of data protection legislation
- Experience of team working and versatility to take on a variety of tasks
- Experience of managing your own workload
- Experience of working in Microsoft Outlook and responding to email communications
- Experience in an administrative role
Desirable
- Experience in healthcare (specifically General Practice)
- Experience with a staff bank and rota
Qualities
Essential
- Forward thinker with a solutions-focused approach to problem-solving
- Personable and approachable
- Commitment to continuous service improvement
- Self-motivated and confident able to work with minimal direction
- Adaptable and innovative
- Enthusiasm, with energy and drive
- Hard working, reliable and resourceful
- Ability to work flexibly, and outside of core hours where required
- Considered, steady approach
- Diplomacy
Qualifications
Essential
- Educated to GCSE level, or equivalent evidence of effective numeracy, literacy and word processing skills
- Evidence of a commitment to continuing professional development
Skills
Essential
- Excellent written and verbal communication skills
- Excellent organisation and time management skills, with a proven ability to meet deadlines
- Ability to build collaborative relationships
- Proficient in Microsoft Office packages e.g. Outlook, Word, Excel and PowerPoint and capable of producing documents to a high standard
- Excellent organisation and time management skills
- Ability to use initiative and judgement
- Keen attention to detail
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.
