Senior Administrator

Job description

Job responsibilities

POST

Senior Administrator

LINE MANAGER/ SUPERVISOR

Practice Manager

LOCATION

Tower Hamlets Practices

E14

JOB PURPOSE

To work as part of the team providing senior administrative support and information for the Tower hamlets practices including doctors, clinicians, managers and other members within the team.

To work alongside the PM and Reception Supervisor/ Manager and to ensure the smooth running of the practice throughout the week and a high quality service to the patients registered with the practice.

RESPONSIBILITIES

Senior Administrative Duties

• To ensure all enquiries are handled efficiently, courteously and professionally.
• Having overall responsibility for ensuring e-referrals from locums are actioned. Ensuring task & referral pathways are up to date, and new information disseminated to all staff Accurate record keeping.
• Referral monitoring document, and recording stats and data for audit and evaluation
• Reconciliation of report details with invoices
• Preparing medical reports / records - including printing or photocopying of patient summaries. Recording receipt and dispatch of records/ reports via a spreadsheet tracker.
• Liaise with outside organisations
• Request results/ letters /notes/reports from other agencies as required
• Maintaining file of requests for medical reports of patients from outside agencies.
• Contemporaneous documentation following any patient contact onto electronic patient records
• To ensure that letters and reports are produced promptly. They are well laid out in order to maintain the efficient running of the service.
• Support with registration & deduction process
• Maintain office supplies and stock levels with accurate record keeping
• Coding clinical letters as per training.
• To provide cover for reception and administrative staff when required.
• Supporting managers in the recruitment process.
• Supporting the managers in complaint investigation and preparation.
• Support with preparation of weekly/monthly clinical rotas
• Oversee general administration tasks
• Undertaking regular 1-1 meetings with admin team and document
• Ensure the smooth running of admin team
• Monitor and report for staff attendance to PM
• Back up support for Fire marshal to carry out regular Fire and Panic alarm tests
• Support Managers in Health and Safety inspection
• To provide administrative support / chair regular admin/reception, PPG, integrated care, Mental Health, Clinical & Health visitor meetings and produce accurate minutes of the meetings. Email staff actions & follow ups.
• Overall responsibility of ensuring all policys, process maps and pathway documentation is updated on a regular basis
• Manage and monitor admin team workloads, update Managers and provide feedback on achievements.
• Support Managers in identifying future training needs through the staff review process
• To implement changes within the team where necessary, in discussion with Managers
• To ensure day to day team specific duties are being carried out and to address initial areas of concern with the staff member after discussions with managers.
• Provide cover for Ensuring the Emis appointment book is up to date with available appointments at least 3 months in advance for all clinicians.
• Provide cover - for all sessions/ meetings and leave are requested and reflected on clinical system update manager when complete.
• Request locum cover from HMB
• Ensure all unfilled locum sessions are documented on internal spreadsheet and process.
• Lead on all DES, NIS, QOF, and any other Quality services the practice is required to offer. Ensure all targets being monitored and met on a weekly basis. Ensure any off targets with action plans are raised and discussed with manager on a weekly basis. *
• CQC preparation and CQC workbook to be updated weekly and shared with Managers
• PPA preparation with clinical support from HCAs. Ensure a monthly stock reconciliation is carried out on paid vaccines. Ensure there are adequate stock levels of paid and unpaid and internal stock recording spreadsheet is completed. National shortages to be reported to Clinical Lead, Nurses & Managers
• Lead on fact finding, provide administrative support for significant event investigations and report preparation.
• Provide fact finding, administrative support and report preparation for complaints as and when required to do so by any clinician, managers or Senior staff.

• Ensure all IT issues are investigated initially and reported to Egton. NELCSU, NHS mail or Emis. Ensure all staff use the logging system and sharing process. *
• Ensure preparation & participation in own appraisal process.

CONFIDENTIALITY

In the course of your employment you will have access to confidential information relating to Hurley Group business. You are required to exercise due consideration in the way you use such information and should not act in any way which might be prejudicial to the Hurley Group interests.

Information for extra consideration includes access to the general business of the practice and any information regarding individuals.

Information relating to patients, carers, colleagues, other healthcare workers, or the business of Hurley Group may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data,

If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your line manager before communicating any information to any third party

DATA PROTECTION

Hurley Group is registered under the Data Protection Act (DPA) 1984. You must not at any time use the personal data held by Hurley Group for any purpose not described in the registry entry or disclose to a third party

It is essential that a strict code of confidentiality is adhered to all times

All dealing within Hurley Group remain strictly confidential and the post holder would be expected to maintain confidentiality at all times during employment and also after employment has ended with the Hurley Group

If you are in any doubt regarding what you should or should not do in connection with the DPA then you must contact your line manager

HEALTH AND SAFETY

Employees must be aware of the responsibility placed upon them under the Health and Safety at Work act 1974 to maintain a healthy and safe environment for both staff and visitors

The post-holder will assist in promoting and maintaining their own and others health and safety and security as defined in the Health and Safety Policy (Staff Handbook)

Using personal security systems within the workplace according to Hurley Group guidelines

Identifying risks involved in work activities and ensuring appropriate safeguards are used when the activities are undertaken

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures

Maintaining work areas in a tidy and safe way free from hazards

Reporting any risks that are identified both timely and accurately to your line manager

EQUALITY AND DIVERSITY

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

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Hurley Group Policies, Procedures and current legislation

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

Behaving in a manner which is welcoming, non-judgemental and respects their circumstances, feelings, priorities and rights

QUALITY

The Post-holder will strive to maintain quality within the practice and will:

Alert other team members to issues that affect quality and risk

Assess own performance and take accountability for their own actions either directly or, under supervision

Contribute to the effectiveness of the team by reflecting on their own and team activities, making suggestions on ways to improve and enhance team performance

Work effectively with individuals in other agencies to meet patient needs

Effectively manage own time, workload and resources

COMMUNICATION

The post holder should recognise the importance of effective communication within the team and will strive to communicate effectively with:

Other team members

Patients and carers

Recognise:

Peoples need for alternative methods of communication and respond accordingly

CONTRIBUTION TO THE IMPLMENTATION OF SERVICES

The post-holder will

Apply Hurley Group , standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect their own work

Participate in audit where appropriate

FINANCIAL REGULATIONS

All Staff are responsible for security of any property belonging to Hurley Group avoiding loss or damage and being economical and efficient in the use of resources

Staff should conform to the requirements of the financial procedures which include the Bribery, Fraud and Corruption Policy and other polices as set out in the Staff Handbook

SAFEGUARDING OF CHILDREN AND VULNERABLE ADULTS

All employees have a responsibility for:

Safeguarding children and Safeguarding Adults in the course of their daily duties

For ensuring that they are aware of the specific Safeguarding duties related to their role

Person Specification

Experience

• Scope to Act
• Proven ability to work under own initiative, proactively identity potential challenges and opportunities and prepare actions plans to address them
• Staff Management
• People management skills with experience in staff appraisal and performance management
• Budgetary Responsibility
• An understanding of effective rota management to ensure delivery of the service within a set budget
• Managing spread sheet to monitor payment for medical records and proactively follow up on aged debtors
• Organisational Skills
• Experience of managing staff rotas, preparing reports for senior management, running searches to support contract reporting requirements
• Knowledge/Capability
• Ability to work on own initiative and as part of a team to ensure prompt management of patient data and referrals and support the administrative team to ensure the smooth running of the practice
• Role Complexity
• Experience of negotiating with multi-disciplinary staff, patients and external agencies to facilitate smooth running of the practice
• Service Development/Implementation
• Ability to follow set work programmes to support practice performance e.g. run searches and recall programmes to meet public health targets
• Communication/Influencing
• Experience of working with junior and senior staff and ability to engage with both staff and patients.
• Experience of managing communication with the public and work colleagues and ability to communicate appropriately at all times both verbally and in written communications
• Decision Making
• Experience of working to an agreed set of targets and work flexibly to adapt to changing demands

Qualifications

• Degree or equivalent qualification and significant experience in a senior leadership role

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

Hurley Group

Address

Island Medical Centre

Roserton Street

London

E14 3PG

United Kingdom

Employer's website

http://hurleygroup.co.uk/