GP Trainee Administrator

Job description

Job responsibilities

Key Duties and Responsibilities:

Experience and knowledge in the use of MS Office Suite.

Experience in the use of information systems.

Respond to enquiries and questions from various parties.

Proven organisational and time management skills.

Provide support to staff within the team/office.

Manage your own workload and activities, including emails.

Liaise with internal and external colleagues via telephone and email.

Setting up and managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information.

Good understanding and knowledge of a full range of administrative procedures and organisational procedures.

Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters/communications, editing, and formatting reports ensuring a high standard of presentation.

Organise and support the planning of meetings, events and conferences, including booking venues and taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments

Setting up, managing, and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.

Organise virtual meetings as required.

Collate and process data using multiple databases.

Carry out other administrative tasks that fall within the competencies of the post holder to provide cover.

Liaise and support the organisation and coordination of services, such as the maintenance and facilities.

Prepare and distribute documents and papers as required.

Support and carry out additional duties as and when required.

Handle sensitive and personal information in a manner that complies with the departments data confidentiality obligations (e.g. Information Governance, General Data Protection Regulation, Caldicott Guidelines).

Support compliance within the team with information governance procedures and protocols.

Be able to raise Purchase Orders and Invoices and liaise with all relevant parties to ensure payments are made promptly and accurately.

Governance

To ensure compliance with Federations policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care

To ensure compliance at all times and without exception with the organisations Information Governance regulations and Standing Financial Instructions

Behaviours

The post holder will be expected to:

Support the visions and values of the Federation

Act with honesty and integrity at all times

Be a positive ambassador for the Federation

Demonstrate high standards of personal conduct

Value and respect colleagues, other members of staff, stakeholders and patients

Work with others to develop and improve our services

Uphold the Federations commitment to equality and diversity

Take personal responsibility for their words, deed and actions and the quality of the service they deliver

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feeling priorities and rights.

Information Governance

The post-holder must be fully aware of and committed to all Policies, Procedures and Initiatives relating to Information Governance - this will include, but not limited to, Data Quality improvements, Confidentiality and Information Security

To take personal responsibility for safeguarding and ensuring the quality of information.

Personal/Professional Development:

The post-holder will participate in any mandatory training programme implemented as part of this employment, such training to include: -

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skill and activities to others who are undertaking similar work

Training may need to be undertaken outside of normal hours, and off-site.

Other

This post involves the use of display screen equipment as a significant part of normal work and the job holder will be a user as defined in the Health & Safety Policy on work with DSE.

The post holder may need to work from different locations.

Person Specification

Personal Attributes

Essential

• Team player able to engage with others in own team and colleagues in the organisation and across partnerships
• High level of tact and diplomacy
• Creative thinking and positive attitude
• Good interpersonal skills and relationship building
• Reliable and flexible
• Car Driver Essential

Qualifications

Essential

• 5 GCSEs (A* - C) or equivalent (Must include Maths and English)

Desirable

• IT Qualification

Experience

Essential

• Proficiency in Microsoft Excel and other Office 365 applications, including Microsoft Teams. Must have ability to build and manage spreadsheets.
• Previous experience in a similar administration role.

Skills and Abilities

Essential

• Strong attention to detail and a commitment to maintaining high data quality.
• Excellent organisational and time management skills.
• Strong communication skills and the ability to collaborate effectively with team members.

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

Greater Manchester Training Hub

Address

99 King Street

Farnworth

Bolton

Greater Manchester

BL4 7AX

Employer's website

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