Job summary
This role is the first point of contact with the Federation for the public. The role will primarily be to support administrative tasks for the Extended Access Hub Service and other Federation projects. The Hub provides out of hours appointments for patients who are not able to access GP appointments in normal working hours. This will include sending text reminders, completing audits, and supporting the day-to-day tasks of the service.
The administrator would also be expected to support administrative tasks across all Federation projects such as the Dermatology Service, Severe Mental Illness Service (SMI), Diabetes Service, COVID-19 Vaccination Service, the Training Hub Service, and acting as a personal assistance for the Senior Management Team. They will also assist the operational team in maintaining robust financial processes and ensure compliance with relevant procedures and policies.
They will be part of our Operational Team, working to deliver the key objectives of the organisation, supporting, and strengthening General Practice, providing at scale Primary Care services and being a voice of Primary Care in multi-agency working. This is an amazing opportunity for a motivated, organised, and enthusiastic individual who would like to gain experience in a young and innovative team. Due to the nature of the role, the admin team are all office based.
Main duties of the job
- Provide administrative support for the Haringey GP Federation as an organisation and so various programmes of work in particular: Extended Access Hubs, Dermatology service, Severe Mental Illness (SMI) Service, Training Hub, Diabetes Service, Diagnostic and SATS Probe Service, COVID-19 Vaccination service, Medical Assistants and Care Navigation Programme, Primary Care Network Delivery
- Provide business support to members of the Senior Management Team.
- Support the development and delivery of local projects and services.
For full details please see Job Description.
Please note: We reserve the right to close the advert early, or extend the advert dependent on application numbers. Please ensure you have submitted a full CV that demonstrates your ability to meet the person specification for consideration.
Please note: We do not hold licencing to provide sponsorship visas. All applicants must hold independent right to work in the UK.
About us
We are the Haringey GP Federation, a young and growing organisation working with 34 member practices and over 200 members of staff in the diverse and vibrant borough of Haringey in North London. Our vision is to support the people of Haringey to be healthier and happier. We do this by strengthening, innovating, and advocating for strong and sustainable General Practice in Haringey.
Our friendly, collaborative team has deservedly earned a strong reputation for providing best practice Primary Care services at scale. We are proud that our teams achievements have won external recognition, including a recent HSJ award for demonstrating professionally diverse clinical leadership in primary care.
We provide a range of services in Haringey, including those which are best delivered by Primary Care at scale, namely; integrated services, working with partners in our local borough partnership, together with support services, including back-office support, workforce and training and some shared staffing clinical teams. We also currently manage two local GP practices and lead the North Central London Training hub.
Job description
Job responsibilities
Main Duties and Responsibilities:
1. Overview
Provide administrative support for the Haringey GP Federation as an organisation and so various programmes of work.
2. Administration Responsibilities
- Be the first point of contact via phone, email and in person to the public, our members (local Haringey GP practices) and our commissioners (North Central London ICB).
- Some of the information will contain complex or sensitive information. Working within some of the services, you may experience difficult phone calls with patients due to the patients complex health requirements.
- Provide administrative support to the office and Federation services by dealing with phone calls, ensuring all desk phones are answered and queries are solved. This will involve speaking to patients.
- Provide administrative support to various services, by dealing with patient phone calls and booking appointments. This could involve supporting the calling and re-calling of patients for different projects.
- Provide administrative support to various Federation service meetings including preparing meeting agendas, room booking, calling for papers, minute taking and informing people of their follow-up action points.
- Responsible for maintaining systems for storage and retrieval of information ensuring information is accessible to other members of the team.
- Responsible for putting invoices on the accounting system and supporting the Finance lead in maintaining robust financial management.
- Liaise with the GP Information Technology (IT) and Whittington Health IM&T service on IT issues, required IT developments and on setting up accounts for new starters. This includes logging calls and helping staff solve their issues with the IT department.
- Ensure the smooth day to day running of the Federation offices including maintaining and ordering office supplies, managing the electronic holiday request system and the mandatory training database.
3. Business Support Responsibilities
- Manage the electronic diaries of the Senior Management Team (SMT), including arranging and changing appointments, prioritising as appropriate.
- Organise and schedule meetings on behalf of the SMT and other service leads.
- Assist with communication to and from members of the SMT/service leads including electronic communication, taking calls when needed.
4. Project/Service Management Support
- Assist in supporting projects, following up with team members where required.
- Assist with the development and maintenance of business systems including plans, risk registers, reports and performance and quality submissions.
- Develop and maintain databases and systems for monitoring and evaluation purposes.
- Assist in the preparation and delivery of monthly reports across all Federation services such as Extended Access Hubs and Dermatology.
- Proactively engage with managers and clinicians leading services ensuring that the administrative needs for each service are fulfilled.
- Engage local practices on training offers to secure their engagement.
Confidentiality / Data Protection / Freedom of Information
The post holder will have access to confidential information relating to patients, their carers, practice staff and other healthcare workers. They may also have access to information relating to the Federation as a business organisation.
All such information from any source is to be regarded as strictly confidential. Post holders must maintain the confidentiality of information about patients, staff, and other health service business in accordance with the Data Protection Act 2018. Post holders must not, without prior permission, disclose any information regarding patients or staff. Moreover, The Data Protection Act 2018 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
Equal Opportunities
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 the practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Health and Safety
Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients, and visitors.
Risk Management
All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the risk management strategy and emergency procedures and attendance at training as required.
Infection Control
Infection Control is everyones responsibility. All staff, both clinical and non-clinical, are required to adhere to the Code of Practice on the prevention and control of infections and related guidance (2015) and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections and complying with Government Directives, including COVID-19 regulations.
Safeguarding
Within their sphere of competence, each member of staff is responsible for promoting and safeguarding the welfare of the children, young people and / or vulnerable adults for whom they are responsible or may come into contact with, in the job role.
Review of this Job Description
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder on an annual basis.
Job description
Job responsibilities
Main Duties and Responsibilities:
1. Overview
Provide administrative support for the Haringey GP Federation as an organisation and so various programmes of work.
2. Administration Responsibilities
- Be the first point of contact via phone, email and in person to the public, our members (local Haringey GP practices) and our commissioners (North Central London ICB).
- Some of the information will contain complex or sensitive information. Working within some of the services, you may experience difficult phone calls with patients due to the patients complex health requirements.
- Provide administrative support to the office and Federation services by dealing with phone calls, ensuring all desk phones are answered and queries are solved. This will involve speaking to patients.
- Provide administrative support to various services, by dealing with patient phone calls and booking appointments. This could involve supporting the calling and re-calling of patients for different projects.
- Provide administrative support to various Federation service meetings including preparing meeting agendas, room booking, calling for papers, minute taking and informing people of their follow-up action points.
- Responsible for maintaining systems for storage and retrieval of information ensuring information is accessible to other members of the team.
- Responsible for putting invoices on the accounting system and supporting the Finance lead in maintaining robust financial management.
- Liaise with the GP Information Technology (IT) and Whittington Health IM&T service on IT issues, required IT developments and on setting up accounts for new starters. This includes logging calls and helping staff solve their issues with the IT department.
- Ensure the smooth day to day running of the Federation offices including maintaining and ordering office supplies, managing the electronic holiday request system and the mandatory training database.
3. Business Support Responsibilities
- Manage the electronic diaries of the Senior Management Team (SMT), including arranging and changing appointments, prioritising as appropriate.
- Organise and schedule meetings on behalf of the SMT and other service leads.
- Assist with communication to and from members of the SMT/service leads including electronic communication, taking calls when needed.
4. Project/Service Management Support
- Assist in supporting projects, following up with team members where required.
- Assist with the development and maintenance of business systems including plans, risk registers, reports and performance and quality submissions.
- Develop and maintain databases and systems for monitoring and evaluation purposes.
- Assist in the preparation and delivery of monthly reports across all Federation services such as Extended Access Hubs and Dermatology.
- Proactively engage with managers and clinicians leading services ensuring that the administrative needs for each service are fulfilled.
- Engage local practices on training offers to secure their engagement.
Confidentiality / Data Protection / Freedom of Information
The post holder will have access to confidential information relating to patients, their carers, practice staff and other healthcare workers. They may also have access to information relating to the Federation as a business organisation.
All such information from any source is to be regarded as strictly confidential. Post holders must maintain the confidentiality of information about patients, staff, and other health service business in accordance with the Data Protection Act 2018. Post holders must not, without prior permission, disclose any information regarding patients or staff. Moreover, The Data Protection Act 2018 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
Equal Opportunities
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 the practice procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Health and Safety
Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients, and visitors.
Risk Management
All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the risk management strategy and emergency procedures and attendance at training as required.
Infection Control
Infection Control is everyones responsibility. All staff, both clinical and non-clinical, are required to adhere to the Code of Practice on the prevention and control of infections and related guidance (2015) and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections and complying with Government Directives, including COVID-19 regulations.
Safeguarding
Within their sphere of competence, each member of staff is responsible for promoting and safeguarding the welfare of the children, young people and / or vulnerable adults for whom they are responsible or may come into contact with, in the job role.
Review of this Job Description
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder on an annual basis.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths (or equivalent).
Desirable
- Further education or degree level qualification or equivalent
- Evidence of continuing personal development
Skills and Abilities
Essential
- Excellent communication, presentation, and interpersonal skills.
- Able to convey ideas and advice clearly, concisely, with conviction and in a persuasive manner.
- Able to analyse information, formulating this into reports and practical development plans.
- Able to take decisions within scope of role according to guidelines and protocols.
- Able to problem solve and respond to sudden demands.
- Excellent organisational skills.
- Able to work on own initiative and organise own workload with minimal supervision working to tight and changing timescales.
- Acts in ways that support equality, diversity, and inclusion, including treating people with dignity and respect.
Experience
Essential
- Experience being first point of contact and answering phone calls for an organisation.
- Competence and experience using the full Microsoft Office suite (Word, PowerPoint, Excel, Outlook etc).
Desirable
- Experience working in a health or social care setting.
- Administration experience in a busy office.
- Minute taking experience.
- Experience of supporting and contributing to projects.
- Experience in maintaining office systems including electronic diaries, meeting organisation.
Knowledge
Essential
- Awareness of the key stakeholders in a local healthcare system and their roles, particularly Primary Care
Desirable
- Knowledge of EMIS and other GP IT systems
- Knowledge of data analysis
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths (or equivalent).
Desirable
- Further education or degree level qualification or equivalent
- Evidence of continuing personal development
Skills and Abilities
Essential
- Excellent communication, presentation, and interpersonal skills.
- Able to convey ideas and advice clearly, concisely, with conviction and in a persuasive manner.
- Able to analyse information, formulating this into reports and practical development plans.
- Able to take decisions within scope of role according to guidelines and protocols.
- Able to problem solve and respond to sudden demands.
- Excellent organisational skills.
- Able to work on own initiative and organise own workload with minimal supervision working to tight and changing timescales.
- Acts in ways that support equality, diversity, and inclusion, including treating people with dignity and respect.
Experience
Essential
- Experience being first point of contact and answering phone calls for an organisation.
- Competence and experience using the full Microsoft Office suite (Word, PowerPoint, Excel, Outlook etc).
Desirable
- Experience working in a health or social care setting.
- Administration experience in a busy office.
- Minute taking experience.
- Experience of supporting and contributing to projects.
- Experience in maintaining office systems including electronic diaries, meeting organisation.
Knowledge
Essential
- Awareness of the key stakeholders in a local healthcare system and their roles, particularly Primary Care
Desirable
- Knowledge of EMIS and other GP IT systems
- Knowledge of data analysis
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.
