About this role
Job summary
This is an exciting opportunity to be part of an environment where every individual is valued as part of the team to deliver excellent service and support.
This role requires an ambitious and organised individual who is willing to learn and enjoys a challenge. Within the business administrator role, you will support the Operational Manager with their day-to-day administrative tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible, whilst identifying and contributing towards the ongoing development of new processes. You will support the company in project development and any other administrative tasks that are appropriate.
The ideal candidate will be flexible and adaptable, a creative thinker and able to use their own initiative.
Main duties of the job
To support the company with day to day administrative and reporting tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible. Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary. Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team. Arrange, confirm appointments/meetings as required, making appropriate arrangements e.g. hospitality, booking venues, equipment etc. Working independently under pressure, prioritising activities to manage workload and meet deadlines. Communicate effectively with members of staff within and outside of the company, recognising any needs for alternative methods of communication. Work with the Office Manager to support HR systems and enquiries. Support the administration of the Home Visiting Service as required by the Office Manager and providing full coverage for annual leave periods. Oversee the training system ensuring all staff are compliant alerting management if there are concerns.
About us
Primary Healthcare Derby is a collaborative entity established by the General Practices in Derby to provide at scale General Practice and Primary Care models where it makes sense to do so. We provide a range of services at scale on behalf of 2 Primary Care Networks, and, through Team Up, liaise with system partners to scope, discuss and develop opportunities to improve primary care pathways to improve efficiency, reduce inequity and reduce service gaps for our most vulnerable citizens, alongside delivering a Home Visiting Service and an Enhanced Care Homes Service.
We work closely with our GPs through our PCNs to ensure that the delivery of collaborative programmes of work benefit the people of Derby. At the heart of our business are the following key priorities to further develop; sustainable and enhanced general practice, integrated care and community services, being at the heart of accessibility & continuity of care, delivering effective prevention and population health optimisation, and facilitating high impact provider at scale model.
We are a forward-thinking organisation and as part of our culture we are embracing the developing system architecture and the opportunities this delivers for General Practice.
Job description Job responsibilities
JOB DESCRIPTION
Business Administrator
Job Title
Business Administrator
Accountable To
Operational Manager
Reporting To
Office Manager
Location
Derby City Council House
Hours of Work
37.5 hours per week (Monday - Friday)
Contract
Permanent
INTRODUCTION TO PRIMARY HEALTHCARE DERBY LTD
Primary Healthcare Derby is a collaborative entity established by the General Practices in Derby to provide at scale General Practice and Primary Care models where it makes sense to do so. We provide a range of services at scale on behalf of 2 Primary Care Networks, and, through Team Up, liaise with system partners to scope, discuss and develop opportunities to improve primary care pathways to improve efficiency, reduce inequity and reduce service gaps for our most vulnerable citizens, alongside delivering a Home Visiting Service and an Enhanced Care Homes Service.
We work closely with our GPs through our PCNs to ensure that the delivery of collaborative programmes of work benefit the people of Derby. At the heart of our business are the following key priorities to further develop; sustainable and enhanced general practice, integrated care and community services, being at the heart of accessibility & continuity of care, delivering effective prevention and population health optimisation, and facilitating high impact provider at scale model.
We are a forward-thinking organisation and as part of our culture we are embracing the developing system architecture and the opportunities this delivers for General Practice.
JOB SUMMARY
This is an exciting opportunity to be part of an environment where every individual is valued as part of the team to deliver excellent service and support.
This role requires an ambitious and organised individual who is willing to learn and enjoys a challenge. Within the business administrator role, you will support the Operational Manager with their day-to-day administrative tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible, whilst identifying and contributing towards the ongoing development of new processes. You will support the company in project development and any other administrative tasks that are appropriate.
The ideal candidate will be flexible and adaptable, a creative thinker and able to use their own initiative.
KEY DUTIES
Delivering High Standards
To undertake all duties to a high degree of accuracy.
Promoting equality and reducing inequalities
To uphold organisational policies and principles on the promotion of equality.
To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday action ensure we meet our duty to uphold and promote equality.
Working with others
To work as part of a team to provide a comprehensive administration service.
Developing an excellent organisation
To support the organisations ways of working and model its values
Key Accountabilities
To support the company with day to day administrative and reporting tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible.
Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team
Manage the PHD email account daily
Be willing and open to learn, and not afraid of question the norm.
Arrange, confirm appointments/meetings as required, making appropriate arrangements e.g. hospitality, booking venues, equipment etc.
Working independently under pressure, prioritising activities to manage workload and meet deadlines.
To act as a point of contact in dealing with queries and enquiries promptly and efficiently, referring on as necessary to the relevant individual.
Communicates with a range of contacts, for example, member practices, local health commissioners, clinical and non-clinical staff.
Communicate effectively with members of staff within and outside of the company, recognising any needs for alternative methods of communication.
Work with the Office Manager to support HR systems and enquiries.
Support the administration of the Home Visiting Service as required by the Office Manager and providing full coverage for annual leave periods.
Oversee the training system ensuring all staff are compliant alerting management if there are concerns
Work with colleagues in the team on the development of current and new services and other initiatives.
Ensure that work is precise and on-time, and that updates are communicated to internal staff and the PCNs and member practices as appropriate.
Support the company to prepare relevant informative reports and presentations on activity progress for relevant meetings or staff in the organisation.
Provide an information service to all parts of the organisation, by developing communications to update all on work being completed and results achieved.
Build and maintain strong relationships with key individuals, such as PHD staff, PCN Clinical Directors, PCN Managers, and others.
Provide reports and documentation suitable for managers and senior managers throughout the organisation.
Supporting the induction of the additional roles recruited, including arranging IT equipment, scheduling SystmOne training, equipment required and access for systems.
Play an active role in the preparation for CQC
This Job Description is not intended to be an exhaustive list of activities but rather an outline of the main areas of responsibility. The role is likely to evolve to meet the changing needs of the company and services within.
Person Specification
Qualifications Essential
Educated to GCSE grade C or above including English Language and Mathematics.
Desirable
Administration-related formal training or qualification.
Other Requirements Essential
Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines Relevant experience or demonstrative appetite for development work in a healthcare administrative environment. Ability to work under pressure, using own initiative. Adherence to and understanding of confidentiality. Excellent attendance and punctuality record. To be responsible for own area of work, seeking guidance when appropriate. Ability to prioritise own workload. Demonstrable commitment to professional and personal development. Willingness to undertake additional training relevant to role.
Desirable
Knowledge of PCNs and collaborative ways of working. Knowledge of Primary Care.
Communication Skills Essential
Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users Excellent organisational and time management skills. Ability to communicate well with a range of people. A good communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
Values & Behaviours Essential
Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients Friendly and approachable nature.
Experience Essential
Administrative / secretarial experience including initiating and maintaining office systems. Proficient in the use of Microsoft Office applications, specifically Word, Excel and PowerPoint. Experience of successfully meeting deadlines in an environment where there are. multiple and competing demands. Experience of delivering a range of administrative tasks to a high and accurate standard
Desirable
Experience of working in a primary care setting. Knowledge of SystmOne.
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.
Employer details Employer name Primary Healthcare Derby
Address Derby City Council
Corporation Street
Derby
DE1 2FS
United Kingdom
Employer's website https://www.primaryhealthcarederby.co.uk/ (Opens in a new tab)