An exciting opportunity has arisen for an experienced administrator to join our busy Primary Care Surgery in a new Senior Admin role. This position will support the Practice Manager and wider Management Team, providing leadership within the administrative function. The role is ideal for a motivated and organised individual who is looking to take on greater responsibility, enhance their skills, and play a key part in the smooth running of the practice.
TheSenior Administrator will provide high-level administrative and organisationalsupport to the Practice Manager, ensuring the smooth and efficient running ofthe practice. The role will involve leading on key areas of administration,supporting compliance with NHS requirements, supervising staff where delegated,and contributing to service improvement initiatives.
Main duties of the job
MainDuties
Toprovide day-to-day administrative support to the Practice Manager, includingcorrespondence and document preparation.
Ensurepractice policies, procedures and protocols are maintained, up to date andaccessible
Assistin preparing reports, audits and returns for NHS England, ICB, CQC and otherregulatory bodies.
Supportthe Management team with workforce planning, rotas and staffing cover.
Monitorpractice contracts, service level agreements and supplier arrangementsincluding all premises annual maintenance visits.
Assistwith basic financial administration such as processing invoices and supportingbudget tracking.
Ensuremembers of the existing staff team are aware of any changes, maintain goodcommunication al all times with the team and foster good employee/employerrelationships.
Responsibilityfor appropriate paperwork checks for doctors/staff including DBS andoccupational health checks
Ensureall staff have the appropriate level of training to enable them to carry outtheir roles and responsibilities effectively
Responsibilityfor information governance in conjunction with Caldicott GP Partner
Responsiblefor ensuring that all clinical and non-clinical equipment is serviced regularlyand all statutory testing within the practice is carried out
Tounderstand the use of the appointments system
Toensure in conjunction with Management team that we are compliant with GDPR.
About us
You will be joining a friendly, supportive, and professional team who work collaboratively to provide high-quality care for our patients. Our surgery has a welcoming and inclusive atmosphere, with a strong work ethic built on respect, teamwork, and a shared commitment to making a positive difference in the community.
Our surgery is rated "outstanding" by CQC. We are innovative and patient centred which is demonstrated by Health Watch Award for collaboration. We are part of Mid Kent PCN and work closely with the 4 other practices within the Ashford locality.
We have 18,000 patients and an excellent team of clinicians, administrators, care navigators, allied health care professionals work together to provide the best care.
Job responsibilities
JobPurpose
TheSenior Administrator will provide high-level administrative and organisationalsupport to the Practice Manager, ensuring the smooth and efficient running ofthe practice. The role will involve leading on key areas of administration,supporting compliance with NHS requirements, supervising staff where delegated,and contributing to service improvement initiatives.
MainDuties
Toprovide day-to-day administrative support to the Practice Manger, includingcorrespondence and document preparation.
Ensurepractice policies, procedures and protocols are maintained, up to date andaccessible
Assistin preparing reports, audits and returns for NHS England, ICB, CQC and otherregulatory bodies.
Supportthe Management team with workforce planning, rotas and staffing cover.
Monitorpractice contracts, service level agreements and supplier arrangementsincluding all premises annual maintenance visits.
Assistwith basic financial administration such as processing invoices and supportingbudget tracking.
Assistin the preparation and coordination of CQC inspections, clinical governance andquality improvement programmes.
Overseethe recruitment and selection of staff including contracts of employment andjob descriptions.
Utilisesupport from external agencies to ensure employment law compliance for thedisciplinary and dismissal process and after discussion with Executive Managerand Partners take any legal advice necessary
Ensuremembers of the existing staff team are aware of any changes, maintain goodcommunication al all times with the team and foster good employee/employerrelationships.
Responsibilityfor appropriate paperwork checks for doctors/staff including DBS andoccupational health checks
OperationalResponsibilities
AssistManagement team with the day to day operations of the practice, ensuring staffachieve their primary responsibilities.
Ensureall staff have the appropriate level of training to enable them to carry outtheir roles and responsibilities effectively
Responsibilityfor information governance in conjunction with Caldicott GP Partner
Co-ordinatingthe procurement of practice equipment, supplies and services
Responsiblefor ensuring that all clinical and non-clinical equipment is serviced regularlyand all statutory testing within the practice is carried out
Responsiblefor ensuring service contracts are in place and reviewed.
Managementof estates and facilities including health and safety and risk assessments
StrategicManagement and Planning
Workclosely with Practice manager and appropriate members of team to ensure thatthe practice meets all quality indicators and targets (including Quality andOutcome Framework and Care Quality Commission).
Developand maintain effective communication both within the practice and with relevantoutside agencies
InformationManagement
Tounderstand the use of the appointments system
Toidentify IT training and to develop the use of the Xero financial software
Toensure in conjunction with Management team that we are compliant with GDPR.
Ensurethe DSP toolkit requirements are met
Overseethe digital presence and communications via the practice website, social mediaand SMS technology
Responsiblefor the practice response to online feedback such as from NHS choices andGoogle reviews seeking advice as appropriate.
Healthand Safety
Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages risks.
Equalityand Diversity
The post-holder will support the equity,diversity and rights of patients, carers and colleagues to include:
Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with practice polices and current legislation
Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues
Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings and rights.
PersonalDevelopment
Toundertake training as required including mandatory and statutory training, coreskills training and ongoing development.
Tostrive to maintain quality within the practice and to alert management toissues of quality or risk.
Toeffectively manage own time, workload and resources
Toparticipate in practice appraisal scheme
Toattend education and other meetings as required
Torecognise and understand the roles and responsibilities of the whole primarycare health team
Tokeep up to date with healthcare information and new healthcare policies andchanges
Person Specification
Qualifications
* Good standard of education to include Maths and English (A to C or equivalent.
* Supervisory Qualification or experience
* Educated to A level standard
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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