About this role
Job summary
The post holder will supervise the CAT Team and support the Operations Manager in leading the team. They will assist the CAT Team in their work, undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Main duties of the job
The post holder will work with the Operations Manager to improve standards in the CAT Team and offer support and training to junior members of the team. They will also be the first point of contact for clinicians who have any concerns about any aspect of the work of the team.
About us
The partners and staff would like to welcome you to our practice. We have been offering family doctor services to the local community since 1988, and have two sites; the main practice in Austin Road, and a branch practice in Thessaly Road.
Our aim is provide our patients with excellent, patient-centered health care and encourage patients to be fully involved with the doctors and nurses in planning and maintaining their own health and well-being. We value the contribution patients make in improving services we offer at the practice, and welcome feedback.
Battersea Fields Practice (BFP) serves a highly deprived area of north Battersea. The Austin Road practice was established in 1988 and due to strong encouragement by the then Family Practitioner Committee (FPC), a branch surgery was opened on the Patmore Estate in 1991 due to concern about the pocket of extreme deprivation and significant health needs particularly on the Patmore estate.
We are additionally a training and research practice and pride ourselves on helping student doctors and nurses gain experience working in the health environment.
Job description Job responsibilities
Supervisor Responsibilities
The following are the core staff supervision responsibilities of the CAT Team Supervisor.
a. Oversee the allocation of work to the CAT Team, ensuring that work is quickly re-allocated in the event of workload or staff changes.
b. Supervise the CAT Team to ensure work is completed in a timely way and to a high standard; notifying the Operations Manager (or Business & Development manager in their absence) of any concerns.
c. Arrange and chair CAT Team meetings, including setting the agenda and taking meeting minutes.
d. Attend weekly management meetings to discuss the performance of the team and other management issues that may arise.
e. Consider and agree annual leave requests from the CAT Team; ensuring that there is adequate cover at all times.
f. Oversee the wellbeing of the CAT Team, including recording staff sickness and carrying-out return to work interviews.
g. Assist with the recruitment of new CAT Team members, including sifting applications and participating in interviews.
h. Alongside the Operations Manager, carry-out annual appraisals for CAT Team members.
i. Liaise with the Operations Manager to ensure that all CAT Team members keep up to date with mandatory training.
j. Liaise with the Operations Manager regarding any ad-hoc HR issues (including performance-related) relating to the CAT Team.
Primary Responsibilities
The following are the administrative responsibilities of the CAT Team Supervisor. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Processing incoming and outgoing mail
b. Scan, review and file incoming clinical documents via EMIS and/or Docman according to practice protocols
c. Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
d. Run searches and audits on the clinical system and act on the information gained, arranging reviews, immunisation recalls, health checks etc
e. Keep safeguarding and other records up to date
f. Liaise with patients with long term conditions and arrange regular reviews
g. Process referrals to external agencies such as secondary care
h. Input data into the patients healthcare records as necessary
i. Process incoming test results, ensuring they are referred to the relevant clinician
j. Input and extract data as required to support practice reports
k. Follow up clinical tasks as requested by other members of the team
l. Repeat prescriptions
m. Support all clinical staff with general administrative tasks as requested
n. Process all letters and documents in accordance with current protocols
o. Any other tasks as required
Secondary Responsibilities
In addition to the primary responsibilities, the medical administrator may be requested to:
a. Partake in audit as directed by the audit lead
b. Support reception staff, providing cover during staff absences
c. As required support staff in the management of repeat prescriptions, ensuring they are processed accurately and efficiently
Person Specification
Other: Essential
Punctual and well presented. Flexibility of working hours/ able to work at the desired times. Commitment to personal develop and take part in available training. Commitment to the equality, diversity and rights of patients, carers and colleagues.
Experience Essential
Recent previous experience working as a Clinical Administrator in an NHS GP practice.
Desirable
Experience in a managerial or supervisory role
Knowledge and Skills Essential
Excellent communication skills. Good numeracy and literacy skills. Knowledge of Docman and EMIS web. Ability to develop skills in managing/supervising staff, training and development.
Desirable
IT skills hardware and software. Qualifications or training in: Supervising or managing others Training and staff development Customer services/patient care
Qualities and Attributes Essential
Demonstrate ability to be a strong and credible leader. An understanding, acceptance and adherence to the need for strict confidentiality. Ability to use own judgement, resourcefulness and common sense. Ability to work without direct supervision and determine own workload priorities. Ability to work as part of an integrated multi-skilled team. Professional, articulate and helpful manner. Able to work under pressure. Able to work in a changing environment. Able to use own initiative.
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 Battersea Fields Practice
Address 3 Austin Road
London
SW11 5JP
United Kingdom
Employer's website https://www.batterseafieldspractice.co.uk/ (Opens in a new tab)