About this role
Job summary
An exciting opportunity has arisen to undertake a temporary full time Administration Team Coordinator position within Urgent Primary Care for 7 months.
Working closely with the Service Manager and Senior Administrator, the post holder will support the day-to-day operational management of the Urgent Primary Care service, helping to ensure the safe, effective and efficient delivery of services across the organisation.
This opportunity would be particularly suitable for individuals who have experience within urgent care services, general practice or hospital administration settings, and are looking to develop their leadership, coordination and operational management skills.
Main duties of the job
Key responsibilities include:
Supporting the management of clinician and administration rotas.
Coordinating day to day operational activity across Urgent Primary Care services.
Monitoring workforce compliance and mandatory training requirements.
Assisting with the production of reports and supporting performance monitoring.
Liaising with internal and external stakeholders including clinicians, UTC teams, GP practices and ambulance services.
Supporting service improvement projects and operational developments.
About us
Community Based Care Health Federation Ltd is a Gateshead based, not-for-profit organisation serving Primary Care across Gateshead and the wider Northeast. Any surplus generated is reinvested to improve services for our patients and to support GP practices and Primary Care Networks.
As a provider of high quality clinical and non-clinical services we are a respected and proud company that puts patients at the heart of what we do, whilst valuing and supporting our staff to grow and develop. We have company values developed by our staff that underpin our work and the way we work together, and we have a staff culture club to ensure the voice of our staff is heard at Board level and throughout the senior management team.
Whilst we are not an NHS organisation, we are able to offer access to the NHS pension scheme, generous annual leave allowance, enhanced maternity pay and have a range of family friendly policies to support our workforce and flexible working.
We have been awarded Gold "People Promise" where we have demonstrated our commitment to supporting our workforce to keep well at work and we are now working to maintain this.
Job description Job responsibilities
JOB PURPOSE/SUMMARY
The post-holder will support the management of the Urgent Primary Care service, which operates 7 days a week, 24/7, ensuring that all rota shifts including standby are filled. The post holder will manage day to day UPC activity and deputise for the UPC Operations Administration Manager as required.The postholder will produce reports on performance, and liaison with NEAS and YAS.Additional administrative duties will also be required, e.g., prescription management, management of Systmone, coordination and organisation of meetings and training. The service operates from several locations including the Queen Elizabeth Hospital, Gateshead, the post holder will work autonomously and flexibly. The post holder may also be required to work at other locations where CBC Health delivers services.
MAIN DUTIES AND RESPONSIBILITIES
To support CBC to manage the deployment of salaried and sessional UPC clinicians and administrators and collect data for report running. The post holder will liaise with UPC managers and the Clinical Lead to secure provision of an effective Urgent Primary Care service. The role will also include a broad and flexible range of administrative duties that may change as the service develops.
Ensure that CBCs contractual requirements to place clinicians in the UPC and Extended Access (EA) are fulfilled at all times. Liaise with UPC clinicians, registrars and administrators to ensure accurate and effective deployment to meet operational requirements. Support management of the rota, ensuring that the needs of the service are met. Ensure that all UPC clinicians are appropriately qualified, registered, indemnified, have up to date DBS clearance and relevant training and up to date appraisals to deliver their role Ensure annual indemnity insurance is up to date.Liaise with YAS regarding the day-to-day use and management of Systmone and resolve any queries from UPC staff. Liaise with Gateshead GP Practices to ensure that they are given full support from the service.Coordinate medicines management in consultation with Pharmicus representative, including receiving stock and stock control. Maintain operating systems including RotaMaster and Systmone, collecting data for contractual/audit/finance purposes. Support the work of the administrative staff and contribute to the administrative duties within the service. Support and deliver training to new members of the team with regards to processes and procedures.Liaise with the UTC Nursing Teams to support service delivery with appointment allocation and room space.Ensure that information is available regarding the national quality requirements (NQR) for the service are delivered and information to demonstrate this is available for contract monitoring. Ensuring information for GP audit is made available to Clinical Lead as required. Reporting in line with NQR and contract monitoring requirements. Update and contribute to service communications within service and external stakeholders.Support the work of the Data team and contribute to the delivery of reports.Support the Operational Manager in publishing the 10 weekly rota from source rota and allocate incoming requests. Awareness of CQC principles and the impact on individuals and service delivery. Manage patient flow in all streams of service, providing support to clinical and non-clinical staff to ensure the smooth running of the service. Participate in the development and implementation of policies and procedures and propose changes to working practices as appropriate to improve service delivery. Ensure effective communication takes place within the UPC team Assist in the training/induction programme for new GPs, registrars and staff within the team. Assist colleagues during annual leave periods, other absences, and unusually high workloads. Maintain the manual and electronic filing systems within the department. Undertake projects as required by the manger with particular regard to service improvement. Carry out additional duties as and when necessary to ensure continuity of service within the Company.
Person Specification
Qualifications Essential
Minimum of 5 GCSEs (or equivalent) graded 4 or above Maths and English GCSE ECDL qualification or be able to demonstrate IT skills to this level Business Administration NVQ Level 3
Desirable
Leadership qualification or relevant experience Evidence of continued professional development
Other Essential
Flexibility and the willingness to learn and take on new tasks Flexibility with hours/days of work to cover the 24/7 service needs Ability to work as part of a multidisciplinary team
Skills knowledge and experience Essential
Strong levels of IT proficiency and experience in using the Microsoft suite of programmes, including email, word, excel and PowerPoint Experience of working within a busy working environment Experience working within NHS or Primary Care setting Working and communicating with staff at all levels Planning and organising meetings, training activities and other events Collecting, analysing data and reporting on business performance Excellent communication and interpersonal skills Ability to work as part of a multi disciplinary team Ability to work with limited supervision and use initiative regarding tasks to see through to completion Proven ability to handle a busy and varied workload Attention to detail with an ability to follow process Understanding of Information Governance, Data Protection and Confidentiality Strong organisational ability and ability to prioritise workload and meet deadlines Able to liaise with patients and clinical staff both face to face and via the telephone Problem solving skills Ability to meet the transport requirements of the post
Desirable
Experience and understanding of managing Admin and GP workload in Urgent Primary Care Experience of supervising the work of others Knowledge of Rotamaster, Systmone and EMIS
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 CBC Health
Address CBC Health Federation
QE Hospital
Sheriff Hill
Gateshead
NE9 6SX
United Kingdom
Employer's website http://www.cbchealth.co.uk/ (Opens in a new tab)