Administrator - Llanfairpwll Health Centre

Job description

Job responsibilities

Job Title

Senior Administrator (potential future development to Team Leader)

Responsible To

Practice Manager

Accountable To

Partners

Hours

37.5

Location

Llanfairpwll Health Centre & Meddygfa Penbryn Surgery Dwyran

Job Purpose

To provide high-quality administrative support across all areas of the practice and assist in the effective coordination of administrative services.

The post holder will take responsibility for key administrative functions including patient recall systems, data quality initiatives, reporting, protocol development, and optimisation of digital systems and processes. They will support the Practice Manager & Team Leaders in the day-to-day supervision and development of the administrative team and has potential develop pathway towards a future Team Leader position.

The role requires strong organisational, communication and IT skills, together with a positive approach to change, service improvement and modern ways of working within General Practice.

Key Responsibilities

Patient Recall Management

Administration and development of patient recall programmes.

Recall processes for chronic disease reviews, medication reviews, vaccinations, screening programmes and other contractual requirements.

Run searches using EMIS and other practice systems to identify eligible patient cohorts.

Monitor recall performance and identify areas requiring improvement.

Ensure recall activity supports achievement of quality improvement and supplementary service targets.

Maintain accurate records and reporting relating to recall activity.

Administrative Services

Provide senior administrative support across the practice.

Support the smooth operation of administrative systems and processes.

Assist in allocating and monitoring workloads within the administration team.

Respond to complex administrative queries and issues.

Support the delivery of an efficient and patient-focused service.

Maintain accurate records in accordance with practice policies and procedures.

Protocol and Procedure Development

Draft, review and update administrative protocols, standard operating procedures and guidance documents.

Ensure administrative workflows are documented and communicated effectively.

Work with clinical and non-clinical colleagues to introduce new procedures when required.

Assist in ensuring compliance with regulatory and contractual requirements.

Monitor the effectiveness of procedures and recommend improvements.

IT Systems and Digital Development

Act at expert level user and advocate for EMIS and other digital systems.

Develop and run searches, templates and reports to support operational and contractual requirements.

Support colleagues in the effective use of clinical and administrative systems.

Identify opportunities to improve efficiency through better use of technology.

Assist with implementation of new digital solutions and ways of working.

Support data quality improvement initiatives.

Maintain social media & Website communications as directed by the Practice Manager.

Quality Improvement and Performance

Contribute to the achievement of practice objectives and contractual targets.

Participate in audits, projects and service improvement initiatives.

Analyse information and produce reports to support decision-making.

Work proactively to identify areas for improvement in administrative systems and processes.

Support the practice in implementing changes to meet evolving healthcare requirements.

To do their job well and improve it!

Team Leadership Development

Support the Practice Manager & Team Leaders with the supervision and development of administrative staff.

Assist in the induction and training of new employees.

Share knowledge and provide guidance to colleagues.

Training colleagues when new systems are introduced.

Lead by example in promoting high standards of professionalism and patient service.

Deputise for senior administrative colleagues where appropriate.

Participate in leadership development activities as agreed with the Practice Manager.

Communication

Communicate effectively with patients, colleagues and external organisations.

Handle confidential and sensitive information appropriately.

Contribute positively to team meetings and practice initiatives.

Support effective communication during periods of organisational change.

Confidentiality and Information Governance

Maintain strict confidentiality regarding patient and practice information.

Comply with General Data Protection Regulation (GDPR) requirements.

Follow practice policies relating to information governance and data security.

Assist with Information Governance assurance testing.

Ensure accurate and timely recording of information.

Health and Safety

Comply with all practice Health and Safety policies and procedures.

Report incidents, risks or hazards appropriately.

Support a safe working environment for staff and patients.

General Duties

The post holder will:

Work within practice policies and procedures.

Demonstrate flexibility and adaptability to meet service needs.

Participate in training and development activities.

Undertake any other duties commensurate with the grade and responsibilities of the post.

Demonstrate a positive approach to change and continuous service improvement.

Career Development

This post has been created as a development opportunity for an experienced administrator who demonstrates the skills, behaviours and aptitude required for a future Team Leader role.

The successful post holder will be supported to develop leadership, operational management and workforce development skills and will be expected to contribute actively to service improvement and organisational development across the practice.

Person Specification

Additional Criteria

• Knowledge and Skills
• Excellent IT skills, including Microsoft Office applications, particularly Excel.
• Ability to create reports, spreadsheets and performance-monitoring tools.
• Strong understanding of patient recall systems and data management.
• Excellent written communication skills with the ability to produce clear protocols, procedures and guidance documents.
• Strong organisational and prioritisation skills.
• Ability to work independently and use initiative.
• Excellent interpersonal and communication skills.
• High level of accuracy and attention to detail.
• Desirable
• Knowledge of General Practice contracts, QAIF and Supplementary Services.
• Experience training or mentoring staff.
• Understanding of information governance, GDPR and data quality processes.
• Personal Qualities
• Positive and adaptable approach to work.
• Comfortable working in a changing and developing healthcare environment.
• Willingness to embrace and support new ways of working.
• Strong problem-solving and organisational skills.
• Able to work effectively under pressure and manage competing priorities.
• Professional, approachable and supportive of colleagues.
• Committed to continuous improvement and high standards of patient service.
• Demonstrates leadership potential and a desire to develop others.
• Resilient, self-motivated and able to take ownership of work.
• Enthusiastic about helping the practice improve and develop.
• Additional Information
• This post is ideally suited to an experienced administrator who enjoys developing systems and processes, has strong IT and analytical skills, and is keen to take on greater responsibility. We are looking for someone who embraces change positively, can help others adapt to new ways of working and wishes to build a long-term career within General Practice leadership.
• If you are an experienced administrator with excellent organisational and IT skills, experience of patient recall management and protocol writing, and the ambition to progress into a leadership role, we would be delighted to hear from you.

Qualifications

• Essential
• GCSE English and Maths (Grade C/4 or equivalent).
• Evidence of continuing professional development.

• Leadership, management or business administration qualification.

Experience

• Administrative experience in a customer/patient facing role
• Experience producing reports and analysing data.
• Experience developing or updating administrative procedures, protocols or standard operating procedures.
• Experience supporting colleagues and contributing to team development.

• Experience using EMIS Web or similar clinical systems.
• Experience managing patient recall systems and administrative workflows.
• Previous supervisory or team leadership experience.
• Experience supporting QAIF and Supplementary Service delivery.
• Experience leading service improvement or quality improvement projects.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

GP Practice in Wales

Address

Llanfairpwll Health Centre

Llanfairpwll

Isle of Anglesey

LL61 5YZ

United Kingdom

Employer's website

https://gpwales.co.uk