Job summary
We have an opportunity for an experienced
administrator to work within the SGPA Federated Services Team, predominantly in
the Enhanced Access Service. The post holder will be expected to have a
flexible approach to this role providing support across several service areas
such as the vaccination programme and the Ambulatory ECG Service.
Main duties of the job
Use a variety of software packages (including Excel, MS Office/Word and
PowerPoint) to manage data and produce documents and presentations
Manage appointment books and clinical sessions
Use the EMIS computer system to update patient records and run reports
Provide day to day support to the operations of services
Providing diary support to the Federated Services Team
Providing meeting support, including dissemination of papers, minute
taking and managing attendance
Ordering stationery and equipment, support safe site management from
where services are delivered
Managing internal and external room bookings and conferencing facilities
Maintaining company records
Supporting the Federated Services Team with key aspects of workload and
responding to information requests and updates as necessary, being able to run
key tasks as delegated
Travel across the city to support service delivery is expected in this role
This is not intended
to be an exhaustive list but a guide to the key areas of the role
About us
Formed in 2015, Sunderland GP Alliance is an organisation owned by the GP Practices of Sunderland, it exists to help GPs work collaboratively for the benefit of patients and staff.
All GP practices in Sunderland are members of the organisation. The Alliance works on a not-for-profit basis, ensuring any surplus is reinvested back into better services for patients.
Organisations such as ours help General Practice respond to the changing needs of the health system. Many of the services we provide cannot be delivered by individual GP surgeries. Our COVID vaccination programme, our community integrated team support and our enhanced access service are all good examples of this; In the enhanced access service only by working together with all the practices can we offer patients the convenience of appointments with members of the GP team on weekday evenings and during the day on weekends in locations across the city within their neighbourhoods.
Federations also help develop system solutions by articulating a shared view across multiple practices. Sunderland GP Alliance is an essential member of the All Together Better Alliance, Sunderlands collaboration delivering integrated and sustainable services in the out-of-hospital care sector, and has worked with a range of system partners on reform within urgent care, the interface with the Emergency Department, alignment of General Practice with care homes, and the Recovery at Home service that provides step-up and step-down care.
Job description
Job responsibilities
Confidentiality
In the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to patients
and their carers, Practice staff and other healthcare workers. All such information from any source is to be
regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare
workers or the business of the Alliance may only be divulged to authorised
persons in accordance with the Alliances policies and procedures relating to
confidentiality, and the protection of personal and sensitive data.
Health & Safety
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the Alliances Health & Safety
Policy to include:
Identifying the
risk involved in work activities and undertaking such activities in a way that
manages those risks.
Ensuring that all
accidents or dangerous accidents are reported and investigated and follow up
action taken where necessary.
Equality and Diversity
The
post-holder will support the quality, diversity and rights of patients, carers
and colleagues to include:
Acting in a way
that recognizes the importance of peoples rights, interpreting them in a way
that is consistent with 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-judgemental and
respects their circumstances, feelings, priorities and rights.
Quality
The
post-holder will strive to maintain quality within the Alliance, and will:
Alert other team
members to issues of quality and risk.
Assess own
performance and take accountability for own actions, either directly or under
supervision.
Contribute to the
effectiveness of the team by reflecting on own and team activities and making
suggestions on ways to improve and enhanced the teams performance.
Work effectively
with individuals in other agencies to meet patients needs.
Effectively manage
own time, workload and resources.
Communication
The
post-holder should recognize the importance of effective communication within
the team and will strive to:
Communicate
effectively with other team members.
Communicate
effectively with patients and carers.
Recognise peoples
needs for alternative methods of communication and respond accordingly.
Job description
Job responsibilities
Confidentiality
In the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to patients
and their carers, Practice staff and other healthcare workers. All such information from any source is to be
regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare
workers or the business of the Alliance may only be divulged to authorised
persons in accordance with the Alliances policies and procedures relating to
confidentiality, and the protection of personal and sensitive data.
Health & Safety
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the Alliances Health & Safety
Policy to include:
Identifying the
risk involved in work activities and undertaking such activities in a way that
manages those risks.
Ensuring that all
accidents or dangerous accidents are reported and investigated and follow up
action taken where necessary.
Equality and Diversity
The
post-holder will support the quality, diversity and rights of patients, carers
and colleagues to include:
Acting in a way
that recognizes the importance of peoples rights, interpreting them in a way
that is consistent with 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-judgemental and
respects their circumstances, feelings, priorities and rights.
Quality
The
post-holder will strive to maintain quality within the Alliance, and will:
Alert other team
members to issues of quality and risk.
Assess own
performance and take accountability for own actions, either directly or under
supervision.
Contribute to the
effectiveness of the team by reflecting on own and team activities and making
suggestions on ways to improve and enhanced the teams performance.
Work effectively
with individuals in other agencies to meet patients needs.
Effectively manage
own time, workload and resources.
Communication
The
post-holder should recognize the importance of effective communication within
the team and will strive to:
Communicate
effectively with other team members.
Communicate
effectively with patients and carers.
Recognise peoples
needs for alternative methods of communication and respond accordingly.
Person Specification
Motivation and Skills
Essential
- Can demonstrate the ability to prioritise and work to deadlines.
- Ability to work effectively and collaboratively within a team and on own initiative.
- Can demonstrate excellent communication, organisational and problem-solving skills.
- Ability to manage a variety of competing priorities and meet deadlines
- Ability to be flexible and adapt to changing and challenging circumstances
Other
Essential
- Full, valid driving licence and use of own car.
- Meet DBS standards and Criminal Record checks
Qualifications
Essential
- GCSE or equivalent in Mathematics and English.
- Trained and proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook and other Microsoft Office applications.
- Trained and proficient in the use of the EMIS computer system
Desirable
- Training in the requirements of GDPR
Experience
Essential
- Proven experience of working in an office environment.
- Demonstrable and strong experience of administrative work and managing a busy workload.
- Experience of handling confidential information.
- Proven Experience of problem Solving.
- Ability to handle telephone queries and understand when to involve others.
- Record and process messages accurately.
- Ability to take accurate notes and record minutes
Person Specification
Motivation and Skills
Essential
- Can demonstrate the ability to prioritise and work to deadlines.
- Ability to work effectively and collaboratively within a team and on own initiative.
- Can demonstrate excellent communication, organisational and problem-solving skills.
- Ability to manage a variety of competing priorities and meet deadlines
- Ability to be flexible and adapt to changing and challenging circumstances
Other
Essential
- Full, valid driving licence and use of own car.
- Meet DBS standards and Criminal Record checks
Qualifications
Essential
- GCSE or equivalent in Mathematics and English.
- Trained and proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook and other Microsoft Office applications.
- Trained and proficient in the use of the EMIS computer system
Desirable
- Training in the requirements of GDPR
Experience
Essential
- Proven experience of working in an office environment.
- Demonstrable and strong experience of administrative work and managing a busy workload.
- Experience of handling confidential information.
- Proven Experience of problem Solving.
- Ability to handle telephone queries and understand when to involve others.
- Record and process messages accurately.
- Ability to take accurate notes and record minutes
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.
