We are looking for an experienced and highly organised Administration Manager to join our dynamic team at The Rame Group Practice. This is a key role, supporting the Practice Manager and Finance & IT Manager in the day to day operational running of the practice including line management of the Administration team. The ideal candidate will be a well organised, highly motivated individual, used to working in a busy environment and flexible in responding to changing priorities. They will need to be adaptable day by day and understand and respond to the dynamic nature of the role.
Main duties of the job
Main Duties:
* Line management of the administration team
* Annual leave coordinator
* Oversight of the clinical rota
* Compliance and Governance
* Co-ordinate and update various audits
* Oversight of IT & Clinical Systems
* Patient services
* Deputise for Practice Manager
About us
The Rame Group Practice is an innovative, forward thinking, friendly,welcoming and supportive practice, based in a modern, purpose-built healthcentre in Torpoint with a branch surgery on the RamePeninsula.
Our organisation is led by a team of 7 dedicated GP Partners,a Business Partner and supported by a multidisciplinaryteam that includes Salaried GPs, Advanced Nurse and Emergency CarePractitioners, Practice Nurses, Healthcare Assistants, and a General PracticeAssistant. We are also supported by a pharmacy team comprisingClinical Pharmacists and Pharmacy Technicians and Physioteam all serving 12,000 patients.
The clinical team is underpinned by a highlyskilled and efficient administrative team that ensures the seamless operationof the practice. Together, our multidisciplinary team is committed to providingoutstanding care and continually improving health outcomes for the communitieswe serve.
We have a thriving and growing dermatology service as wellas a busy award-winning clinical trials team which is also expanding.We are a training practice and have GP registrars working with us, as well as anumber of medical students on a rotational basis.
Rame has a proven track record of high QOF achievement and was rated GOOD at the last CQC inspection.
Our practice culture values team members wellbeing and weseek to promote work life balance in these challenging times for generalpractice.
Job responsibilities
The following are the core responsibilities of the AdministrationManager. There may be, on occasions, a requirement to carry out other tasks;this will be dependent upon factors such as workload and staffing levels.
The Administration Manager is responsible for:
Administration Team:
* Line management of the Administration team, providingongoing review, training and annual appraisals and induction of new staffmembers
* Co-ordinate teams staff annual leave
* Ensure adequate staffing in the team
* Deal with Administrative staff sickness/absence. Provideinduction training, ongoing review including probationary reviews, andappraisal
* Hold and minute regular staff/team meetings
* Deputise for Practice Manager as necessary
Practice:
* Co-ordinate leave for all Administrative and Clinical teamincluding GP Partners updating staff leave cards/EMIS clinical system/Colouredrota - Liaising with Finance & IT Manager and IT & Data Administrator
* Review and update administration policies/procedures on aregular basis to ensure that they are current and fit for purpose updatingdocumentation on the intranet
* Have oversight of the clinical rota working with the GPPartner/Finance & IT Manager/IT & Data Administrator to ensure there issufficient clinical cover
* Add clinics to the clinical rota in the absence of theFinance & IT Manager/IT & Data Administrator
* Attend practice meetings, as required, and contribute tosmooth running of practice
* Arrange annual calibration/PAT testing ofmedical/electrical equipment
* Ordering new medical equipment/organisingservice/repair/replacements when required
* Oversee the weekly fire alarm testing with ReceptionManager/Finance & IT Manager organising two fire evacuation drills annually
* Complete the weekly OPEL Level report
* Complete the Workforce minimum report on a monthly basis
* Update various audits on the intranet liaising with GP Registeredpartner
* Liaise with property manager/facilities management companyregarding building/cleaning issues
* Manage the Administration team delivering Dermatology andhave an oversight of Dermatology operations
* Ensure Practice policies are followed, and accurate recordsare kept with particular reference to: appointments, messages, visits, post,patient registration, repeat prescriptions, filing systems, births and deaths
* Arrange and minute the monthly Clinical meeting
Deputise for the Finance & IT Manager in their absencedealing with:
* Checking and approving purchase invoices for payment,ensuring that goods have been received, following up queries and enteringinvoices on finance software
* Ensuring that cash and cheques received are banked promptlyand transactions are entered on the finance software
* Monitoring and reconciling petty cash expenditure to floatbalance and entering transactions on finance software
* Following up any financial queries, including liaising withsuppliers and patients
* Preparation and submission of claims for services,maximising income
* Overseeing processes for income claim and collection fornon-NHS services, e.g. medicals
* Deal with complaints in absence of Reception Manager/Deputyand Practice Manager in accordance with practice complaints procedure, evaluatesuggestions and escalating to GP partner responsible for complaints, whereappropriate
* Manage administration team functions ensuring all coreadministrative roles are performed in a timely manner, escalating any backlogor issues to Practice Manager.
* Support the annual flu and other special clinics andvaccination campaigns
* Maintain up to date knowledge of national, local andpractice standards for chronic disease management
IT:
* Have full understanding of clinical systems and financesoftware
* Have a working knowledge of running searches and reports
* Provide advice and support on clinical system in the absenceof Data & IT Administrator.
* Having a working knowledge of managing system users on clinicalsystem
* Have a working knowledge of IT systems in the building andbe able to trouble shoot issues as they arise, including NHS smart cards
* Have the ability to book additional appointments andchanging clinical system as necessary
Other tasks:
* Trouble shoot any operational matters and escalate anyunresolvable issues to Practice Manager
* To attend internal and external meetings, as required
* Take the minutes of the Clinical meeting
* Deal with any SMART card/Fob issues in the absence of the IT& Data Administrator
Data Quality:
* To work within the clinical computer system to improve dataquality, using the expertise of other data staff where appropriate
* To assist the Practice Manager in ensuring the recording andcollection of data is processed in the most efficient and appropriate way
Health & Safety:
* The post-holder will assist in promoting and maintainingtheir own and others health, safety and security as defined in the PracticeHealth & Safety Policy
Person Specification
Knowledge and Skills
* Excellent communication skills, both verbally and in writing
* Ability to manage difficult situations and build relationships
* Ability to define problems and identify solutions
* Numeracy and accuracy
* Excellent keyboard and computer skills
* Awareness of current NHS policies
Qualities and Attributes
* An understanding, acceptance and adherence to the need for strict confidentiality
* Ability to use own judgement, resourcefulness and common sense
* Ability to work without direct supervision and determine own work priorities
* Ability to lead and work as part of a multi-skilled team
* Pleasant, articulate and diplomatic
* Self motivated and able to work under pressure and meet deadlines
* Adaptable and able to work in a changing environment
* Commitment to continuing personal development
Experience
* Experience of working with the public / in a customer contact environment
* Significant experience of general management including direct supervision of staff groups and application of employment law/practices
* Experience of implementing policies and procedures
* Experience of using Microsoft Office software
* Experience of using clinical patient records software
* Experience of general practice management
Flexibility
* The post holder will be required to work across both of the practices surgeries in Torpoint and on the Rame Peninsula and may be required to attend off-site meetings, so must be mobile and have business use motor insurance
* Flexibility of working hours and able to work at times required
Qualifications
* A level or equivalent and GCE/GCSE English and Maths at Grade C or above
* Qualification specific to management or practice management
#J-18808-Ljbffr