About this role
Job summary
We are seeking a motivated and highly organised Services Support Centre Administrator to join our friendly and supportive team. This is an excellent opportunity to provide comprehensive administrative support across the Services Support Centre, helping to ensure the delivery of high-quality patient services and the smooth running of day-to-day operations.
Working closely with the Services Support Centre Team Leaders, Head of Clinical Patient Services, colleagues across the organisation, and external health professionals, you will support a wide range of administrative functions. Responsibilities will include maintaining accurate records and information systems, managing correspondence, updating monitoring tools, and providing excellent customer service to a variety of stakeholders.
The ideal candidate will be proactive, adaptable, and committed to delivering high-quality administrative support while contributing to the ongoing success and development of services that support patients and healthcare professionals.
Main duties of the job
To provide full and comprehensive administrative support to the overall Services Support Centre and more specifically, the Services Support Centre Team Leaders, Head of Clinical Patient Services, as well as other colleagues and health professionals across the organisation.
Duties and responsibilities may include any or all of the items in the following list and may vary from time to time under the direction of the management team, dependent on current and evolving workload and staffing levels.
The post holder will be required to maintain information and monitoring systems, and to support the demands of the service.
About us
At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, you'll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.
We take pride in offering a robust package to support our employees, including:
Annual Leave - Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays.Sick Pay - Our enhanced sick pay policy ensures you are supported during times of illness.Pension Scheme - Access to the NHS pension scheme to secure your financial future.Enhanced Maternity Leave - We provide generous maternity leave to support new parents.Paternity Leave: We also offer paternity leave to allow new fathers to bond with their newborns.Blue Light Discounts - Take advantage of exclusive discounts available for our staff. After probation you can make an expense claim for the price of your blue light discount card and receive full reimbursementEmployee Assistance Network - Access support through our employee advice network for personal and professional challenges 365 days a year 247NHS Fleet Solutions - A salary sacrifice car leasing scheme with savings on monthly payments for brand new cars.We are committed to creating a supportive and rewarding work environment for all our employees.
Job description Job responsibilities Main Duties & Responsibilities:
Provide high-quality administrative support across a number of services within Coventry and Rugby GP Alliance.Handle queries from GP practices, other healthcare providers, healthcare professionals, patients and members of the public in a professional and courteous manner, resolving any issues, providing feedback and communicating effectively.Deal with difficult callers, handling any objection and feedbacks.Deal with general enquiries at Electric Wharf and direct to the relevant team member by answering calls made to the main line.Assisting with postal services e.g. using the franking machine, attending the post office and on occasion, delivering packs to patients homes.Monitor and action emails received into the shared mailboxes within the Services Support Centre.Monitor messages and calls received into the Services Support Centre shared admin phones.Build good working relationships with internal and external stakeholders.Assist with the recruitment of new staff members e.g. GPs wishing to join a service, arranging inductions, setting up new users etc.Ensure that shifts are advertised e.g. using Lantum for staff members to apply to within a timely manner.Ensure that applications for shifts are accepted and actioned within a timely manner.Set up clinics on clinical systems EMIS and update clinical systems and booking systems in the event of any staffing changes.Book and amend patient appointments/training sessions using clinical systems EMIS in a timely manner.Check patient consultations EMIS to ensure that requested actions are forwarded to the relevant GP Surgery as required.Ensure that all patient and service-related records are kept up to date e.g. patient logs, service logs with accurate information.Check patient appointments EMIS to ensure that any appointments booked or referrals received are appropriate for the clinician and the service.Ensuring that patient feedback is requested, in order to help review and evidence the performance of the services.Register patients within clinical systems.Support and train non-clinical staff on clinical systems e.g., EMIS as an when required. Attend any training sessions relating to the role e.g., on Lantum, EMIS and provide training to colleagues where possible.Attend all Service Support Centre team meetings, CRGPA staff briefings and any other meetings relevant to the role.Undertake regular stock checks and will be responsible for reordering or replenishing stock as and when required.Identify faults, delays and gaps in processes, ensuring learning is put in place to mitigate any future issues.Deal with any issues that arise from the shift debriefs, problem-solving and escalating to the team leader or manager if necessary.Maintain an excellent knowledge of, and adherence to, the operational procedures and policies.Comply with CRGPAs code of conduct and always maintain professionalism.Raise and report incidents, complaints and risks as appropriate and provide guidance to other staff members when an incident needs to be reported.Ensure all tasks, notifications, emails and phone messages are dealt with and responded to in a timely manner.Ensure good communication with all stakeholders.Ensure compliance with the General Data Protection Regulation GDPR and maintain confidentiality.Ensure that CRGPA is a safe and secure environment to work in e.g., by ensuring that the Head Quarters are locked and alarmed at the end of each day.Be willing to undertake a range of different shifts throughout the week, between 8am 8pm Monday Sunday in order to meet the needs of the business.This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
Person Specification
Experience Essential
Experience of providing comprehensive administrative support Excellent attention to detail and level of accuracy in all aspects of administration. Experience of working in the healthcare sector as an administrator. Experience of dealing with general enquiries from a range of stakeholders. Experience of working within policies, procedures, and guidelines Experience of working within a team and independently
Desirable
Experience of dealing with governance processes is desirable Experience of DATIX is desirable Previous experience of clinical systems (EMIS) is desirable
Qualifications Essential
Educated to GCSE level or equivalent NVQ or equivalent experience in Administration Microsoft Excel skills to basic or intermediate Microsoft Word processing skills to intermediate or advanced level
Desirable
Minute Taking training is desirable
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 Coventry And Rugby GP Alliance
Address 1 The Boiler House, Electric Wharf
Sandy Lane
Coventry
CV1 4JU
United Kingdom
Employer's website https://www.coventryrugbygpalliance.nhs.uk/ (Opens in a new tab)