The Administration Manager is responsible for the efficient management and direction of the Administration Team and all of its associated functions. They will ensure that all administration duties are performed effectively and to a high standard. They will meet the objectives of the practice in accordance with agreed procedures, protocols and timescales. They will also carry out other duties as directed by the Management Team and reporting to the Practice Manager as necessary. The Administration Manager will be part of a team committed to providing a high quality service to our practice population.
Main duties of the job
* They will lead by example, i.e. being courteous, approachable and supporting the wider team to help ensure the smooth and efficient running of the practice and the services offered.
* They will be proactive, have excellent organisational skills and be able to prioritise their own and others workloads enabling them to meet deadlines effectively.
* They will have excellent communication skills and teamwork is crucial in a multidisciplinary environment helping ensure quality and consistency.
* They will line manage all of the administration team supporting their development, providing guidance and direction and ensuring all mandatory training is up to date
* The key aspect of the role will be to support the Practice Manager to oversee the team and be the most senior point of contact which will include day to day queries, organising the administration team rota and work plans of the team.
About us
The practice is situated in a large modern purpose built building. It is located in Rushall which is about 3 miles outside of Walsall Town Centre. Our priority is to provide the highest standard of clinical care to the patients registered at the practice. The practice is run by 5 Partners and employs 3 Salaried GP's. We have a large practice team consisting of approximately 40 staff including Pharmacists, Practice Nurses, Nursing Associate, Healthcare Assistants, Paramedics, Management Team and around 12 administration team. We are busy practice with approximately 15,000 patients. We work collaboratively with other healthcare providers and support organisations. We embrace a continuous improvement ethos and strive to ensure we are available for our patients. In addition we are a training practice for GP Registrar trainees and medical students.
Job responsibilities
Overseeing the administration and support operations of the practice ensuring staff achieve their primary responsibilities
Line managing all administration staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with their mandatory training
Ensuring all daily reception duties are completed and helping to oversee the smooth running of the practice
Completing administration staff appraisals with the Practice Manager
Identifying and delivering staff training where required
Compiling reception staff rotas
Assisting with the review and updating of all administration and reception policies and procedures as required
Supporting the management team in the compilation of practice reports and the practice development plan
Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation
Coordination of the administration staff rota ensuring sufficient cover is provided during periods of leave and other staff absences
Provide induction training for new administration staff with ongoing reviews and monitoring of the role dealing appropriately with any underperformance, retraining and reassessment
Updating the appointment system with clinical sessions ensuring these reflect leave and other approved absences, proactively identifying any cover required for all the clinical team
Providing initial guidance and advice to patients who wish to verbally complain
Working closely with the practice management team
Acting as a Fire Marshall, ensuring evacuation lists are current and the visitors sign-in log is used appropriately
Partake in audit as directed by the practice management team
Coordinate and produce meeting agendas and record the minutes of administration team meetings
Monitor and promote the use of the Friends and Family Test
Champion continuous improvement, encouraging staff to participate and make suggestions for quality improvement
Assist with the QOF targets
Person Specification
Experience
* Experience in leading and managing a team or department
* Experience of working with the general public
* Experience of administrative duties
* Managing any team within general practice
* Working with EMIS Web and Docman
Qualifications
* GSCE English and Mathematics - Grade C or above and at least 3 others
* Educated to A-level/equivalent or higher with relevant experience
Personal Qualities
* Strong IT Skills
* Competent in the use of Microsoft Office and Outlook
* Effective time management
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving and analytical skills
* Ability to follow policy and procedure
* Polite and confident
* Flexible and cooperative
* Motivated
* Forward thinker
* High levels of integrity and loyalty
* Sympathetic and empathic in distressing situations
* Ability to work under pressure
* EMIS, Docman and other general practice software
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.
Depending on experience£17.65/hr depending on experience
#J-18808-Ljbffr