An exciting opportunity has arisenfor an Operational Coordinator to join our team at Ashburton GP Surgery. The Operational Co-ordinator will work in partnership with the Practice Manager to ensure the smooth day to day running of the Practice.
Previous primary care experienceis desirable but not essential. We are opento applications from other sectors, especially other healthcare organisations.
The ideal candidate will have a desireto contribute to the delivery of high quality, patient centred healthcare. The individual will be dynamic, have excellentinterpersonal and organisational skills coupled with a pro active can doattitude. The candidate will be able towork well as part of a team, as well as being able to work independently usingtheir own initiative.
Main duties of the job
As the Operational Coordinator youwill play a crucial role to ensure the efficient delivery of the day to day operations ensuring seamlesscoordination within our busy GP practice.
The successful candidate willfulfil a number of different administrative functions including compliance, premises,health and safety, IT and staffing issues, liaising with the Practice Manager and GP Partners Team as needed and working with our highly skilled reception team.
About us
Ashburton Surgery is a high achieving,friendly, dispensing rural surgery on the edge of Dartmoor, providing primary careservices to a growing list size of approx. 7200 patients. Part of South Dartmoor and Totnes Primary CareNetwork we are strong advocates for collaboration.
We are a 5 GP partner Practice,supported by a multidisciplinary team including salaried GPs, retained GPs,Practice Nurses, Trainee Nurse Associate, HealthCare Assistants, Administration team, Pharmacists,Pharmacy Technicians, a Health and WellbeingCoaches, Social Prescribers, Research team, Care Coordinators and counselling service.
We are a training practice,hosting GP registrars, F2 doctors and medical students.
Job responsibilities
Key Job Responsibilities
General Administration
To lead with support as required from the Practice Manager in the day to day administrative management of practice functions including:
Reception and administration activities - including referrals
To promote and ensure effective communication both within and externally to the surgery
To support the smooth running of the Practice by resolving urgent/on the day issues as needed, this may include premises, health and safety, IT and staffing issues, liaising with the Practice Manager and GP Partners as needed
To maintain knowledge of all relevant regulations and laws to help support the business to be compliant
To maintain knowledge regarding local/ relevant external policies and procedures to help ensure they are implemented and observed
Undertake any other additional duties appropriate to the post as requested by the Practice Manager or GP Partners.
Staffing
To assist with staff recruitment as required including pre employment checks
Maintain the personnel records in line with employment law and information governance guidelines
Maintain a personnel information log to record the key information needed for all staff
Assist with new staff inductions, ensuring new staff induction information is kept up to date
Assist with holiday, sickness and other absence recording
Calculate holiday entitlement allowances and reviewing usage throughout the year, keeping staff informed
Assist and support the Practice Manager with any employment policies and procedures that are triggered, such as Sickness Absence Management, Disciplinary, Grievance, Performance Management
Assist and support the Practice Manager with appraisals, making sure copies are stored in the personnel files
To assist in the delivery of training and develop training schedules for new starters or as required
Ensure the staff complete their mandatory training as required. To maintain training records for all staff on our online learning portals
Create and maintain leavers files that are compliant with retention periods for the data
Equipmentand Premises
To ensure the premises and equipment arecompliant with all health and safety laws and requirements
To maintain premises and equipment issues log
To manage the servicing and maintenance of allmedical equipment
In partnership with the Practice Manager agreeand maintain a capital equipment replacement plan
Health and Safety policy, Risk Assessments,COSHH Assessments and other associated processes and policies
Regular inspections of the premises to checkfor any health and safety issues and review against risk assessments
To organise and support external contractors tocomplete maintenance work and any repairs or replacements, premises andequipment compliance checks (within relative timeframe)
To manage maintenance contracts for servicesrequired including undertaking audits as required i.e. cleaning, gardening,window cleaning
To conduct regular fire system testing as agreed
Assist with planned/unplanned evacuation drillsand complete the report
Assist with fire and emergency evacuationplanning
Conduct regular checks of the accident book andcomplete a monthly report
Conduct regular checks of the first-aid boxesto ensure sufficient, in-date supplies; replenishment ordering as required
Finance
To ensure the business is compliant withFinancial Regulations through robust finance support administration:
To ensure the Practice Manager has all theinvoicing needed to make payments
To raise invoicing for patients, businesses andclaims as required
Maintain an effective system for the handlingof petty cash
To assist the external Bookkeepers andAccountants with queries and documentation as required
Information Governance
To assist the Practice Manager and GP Partners toensure the business is compliant:
Attend Information Governance meetings, takingminutes and distributing as required
Assist with Data Protection documentationcompletion and collation, including Data Sharing Agreements, DPIAs etc
Assist with the liaison with our IndependentData Protection Officer(s)
Conduct regular room checks to ensure compliantwith data protection laws
Conduct regular audits of our clinical systemto ensure appropriate use in line with legal parameters
Assist with the completion and maintenance ofall data logs; Data Breaches, Freedom of Information, Caldicott Guardian
Assist with Data Breach investigations
Assist with the completion of our annual datatoolkit completion
oSupport the Practice Manager with completionand monitoring of our Complaints and Concerns Log, Compliments Log andSignificant Events/Near Misses Log
Assist with staff information and trainingrelating to Information Governance
CQC
To ensure the business is compliant with CQCRegulations
To assist the Infection Control Lead to ensure weare compliant, liaising with cleaning company and waste disposal companies asneeded
Ensure all documentation for CQC is up to dateand submitted in a timely fashion
Assist with preparation for a CQC Visit, orresponse to a CQC enquiry
To assist the Practice Manager and GP Partners with any CQC requirements, as needed
AdditionalInformation for all staff
All staff are required to work in accordancewith the code of conduct and practice for the organisation. Working professionally maintainingresponsibility for administration and the Practice reputation.
Equality and diversity to ensure everyoneboth within and users of the organisationhave equal opportunities, regardless of their abilities, background orlifestyle. To always respect the privacy, dignity, needs and beliefsof patients, carers and colleagues
Maintain a positive, patient focused culture
Help maintain a positive, supportive cultureacross the whole practice team
To take responsibility for own development,learning and performance and demonstrating skills, activities and sharing goodpractice to/with others who are undertaking similar work.
To maintain confidentiality in all aspects atall times.
Toassist, promote and maintain their own and others health, safety and securityas defined in the practice Health & Safety Core Policy, all other policies,procedures and documents linked to health & safety, and the practiceInfection Control Policy and published procedures.
Maintainand promote effective communication within the teams and with users of theservice. Recognizing peoples needs foralternative methods of communication and respond accordingly
Maintainand promote quality within the practice.Assess own performance and take accountability for own actions, eitherdirectly or under supervision
Contributeto the effective implementation of high quality services.
Person Specification
Qualifications
* GCSEs A-C/9 to 4 or equivalent in English and Maths
* Level 3, or higher in Business Administration
* Health and Safety Awareness/Management Certification
* Employment Law Certification
* Information Governance Certifications
* Other further education (preferably relevant to the post), or significant relevant experience may also be considered.
Experience
* Operational Administration
* Health and Safety Administration
* HR Administration
* Information Governance
* Minute Taking
* Data gathering and collation
* Writing reports
* Policy and procedure development
* Quality Improvement support work
* Experience within Primary Care, the NHS or a healthcare setting
Additional Factors
* Reliable
* Willing to learn new skills and processes
* Willing to take on training, both internal and external
* Flexibility towards the Practice needs and be change ready
* Committed to helping the Practice thrive
* Significant experience of using and aptitude for Microsoft Office - Outlook, Excel, Word and Powerpoint
* Excellent organisational skills, time management and prioritisation
* Confident communication skills and broad skillset for all variations
* Good level of numeracy
* Good level of literacy
* Thorough and methodical
* Self-motivated and driven
* Good at problem solving
* Ability to work to deadlines
* Ability to work autonomously as well as collaboratively in a team
* Ability to self-evaluate and embrace professional development
* Ability to identify continuous improvement for work methods, procedures and protocols
* Health and Safety Law
* Employment Law
* GDPR and Data Protection Law
* CQC Regulations
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.
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