Job summary
Invicta Health are recruiting for a Nursing Team Administrator to join the team on a part time basis at St James Surgery.
Working hours per week: 15 hours
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As a NursingTeam Administrator, you will provide an important role in supporting the nursingteam with their day-to-day responsibilities by undertaking a variety ofadministrative duties. Some of these duties include dealing with generalqueries via phone, email and post, photocopying, scanning and filing.
About us
Invicta Health are a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
1. NHS Pension
2. Learning and Development opportunities
3. Progression opportunities
4. Competitive annual leave entitlement
5. Incremental pay progression
6. Flexible working
7. Approved blue light card provider
8. Salary Sacrifice Schemes
9. Car Lease Scheme
10. Employee Assistance Programme
Job description
Job responsibilities
General Administration
11. Compile the Nursing Teams rotas on a monthlybasis, 6 weeks in advance to allow time for appointments to be added to theclinical system. This is to include annual leave and training.
12. Manage a training tracker for the nursing teamand send reminders when training is due.
13. Create the agenda, attend and take minutes forthe Nurse meetings.
14. Conduct searches and reports as required usingthe EMIS system.
15. Review DOCMAN workflow, actioning anything asrequired by the nursing team.
16. Maintain, file and distribute any PatientGroup Directions (PGDs) to the nursing team in a timely manner.
17. Post questionnaires to patients using theavailable clinical systems, for example COPD and Asthma in a timely manner.
18. Create, print, and effectively display PublicHealth promotion for the practice.
19. Photocopy, scan, file and proof reading in atimely and accurate manner.
20. Code screening results under the supervisionof the Lead Nurse, including Breast screening, Bowel Screening, Cytology andDiabetic Eye screening results.
Clinics, Immunisations and Vaccinations
21. Liaise withthe QOF and Claims Managers in arranging clinics and managing patient registers.This includes reviewing recall lists, contacting patients via text, assessingwhich clinician is most suitable and booking appointments. Complete reviewforms and post management plans where necessary.
22. Assist withthe administration of the Annual Flu Campaign. This includes writing thepractice flu plan, organising staff for clinics, arranging visits to care homesand housebound patients, distributing correspondence to patients and otherhealthcare services, logging and communicating Patient Group Directions (PGDs)and Patient Specific Directions (PSDs).
23. Monitor stock levels, and order Immunisationsand vaccines where necessary, and in adherence to protocol.
24. Deal with general queries on Immunisations andvaccines via phone, e-mail and post in a timely manner, directing to otherswhere appropriate.
Miscellaneous
25. Liaise with Public Health England for updatedinformation on clinical procedures and processes.
26. Liaising with the Nursing Team & QOF andClaims Managers and attendingmeetings as and when required.
27. Receive any deliveries of onsite drugs, ensuresecure and safe storage and review daily stock to ensure all are accounted for.
28. Conduct daily fridge temperature checks andrecordings to ensure suitable temperature for the storage of drugs, organisingannual servicing and regular cleaning of the fridges.
29. Monitor the Oxygen cylinder levels and reorder.
30. Check, order and restock all clinical roomsweekly including emergency equipment/drugs.
General Duties
31. Towork collaboratively and professionally with colleagues across Invicta Health,building and maintaining relationships.
32. Tocontribute to the development of services, including processes, templates andprinciples.
33. To treat all members of the public with respect andnot to discriminate on the grounds of age, disability, gender reassignment,race, religion or belief, gender, sexual orientation, marriage or civilpartnership, or pregnancy and maternity or any other issue.
34. To ensure that Health and Safety guidelines areobserved at all times and alert management to any concerns raised by staff ormembers of the public.
35. To be aware of guidelines relating to the safeguardingof children and vulnerable adults.
36. To ensure that strict confidentiality is observed atall times, especially when dealing with personal information.
37. To take part in any statutory and mandatory trainingor other training and development programmes as requested.
38. Any other reasonable duties as directed by your linemanager.
39. Due to the changing nature of Invicta Health, jobdescriptions will evolve and are therefore subject to periodic review.
40. Full terms and conditions of employment will be issuedif an offer of employment is made.
Person Specification
Qualifications
Essential
41. Good level of education including competent levels of numeracy and literacy
Experience
Essential
42. Understand the importance of maintaining patient and data confidentiality
43. Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations
44. Experience of setting up and maintaining effective administrative filling systems
45. Experience of work involving regular and accurate data inputting
Desirable
46. Knowledge of office management systems and procedures
47. Experience of working with Microsoft packages including, word, excel and power point
48. Experience of working with EMIS and DOCMAN
49. Previous administration experience within a medical environment
50. Knowledge and understanding of the National Health Service
Key skills
Essential
51. Able to communicate effectively and collaboratively across varied disciplines
52. Able to work in a well-organised and professional manner, maintaining concentration and accuracy
53. Able to manage conflicting priorities
54. Good telephone manner
Personal Attributes
Essential
55. Willingness to learn and adapt to change
56. Highly customer focused
57. Understanding and approachable
58. Strives for excellence
59. Honest and fair
60. Leads by example
61. Positive can do attitude