About this role
Job summary
This is an opportunity to join our dedicated practice team in an administrative role working directly alongside the Practice Manager.
Main duties of the job
You will be involved in a wide range of administrative tasks, focussed on ensuring the smooth running of the practice.
About us
Wellside Surgery Profile
The village of Sawtry is situated in rural Cambridgeshire on the A1M (Junction 15) allowing easy access to main routes north and south. The village is midway between the historic market town of Huntingdon and the cathedral city of Peterborough.
The practice serves the residents of Sawtry, plus a number of villages within the locality. Historically, patients have been indigenous to the area however, over recent years, improved transportation links have led to increased numbers of people moving into the locality from other areas. Currently we have around 7900 patients on our list.
Special interests and skills within the partnership team include family planning and minor surgery. An experienced and dedicated practice team provide a high level of clinical and administrative support to the GP team. The practice is research active, participating in a number of studies each year, and we are affiliated with our local clinical research network. We are a training practice and support up to two GP Trainees at any time. We are part of the A1 Primary Care Network and have a number of ARRS roles embedded within the practice which includes Clinical Pharmacist, Pharmacy Technician, Social Prescriber, First Contact Physiotherapist, Health and Wellbeing Coach and Care Coordinator.
Our clinicians are supported by our Reception, Administration and Managerial Teams.
Job description Job responsibilities
Staffing/HR:
- Maintain the practice diary including room bookings from external organisations
- Manage unplanned changes to schedules as required eg. in the case of unexpected absence
- Source locum GP cover as required
- Manage Teamnet access for all team members
- Record absences via Teamnet including annual leave, study leave and sickness
- Prepare the weekly Reception Rota
- Update National Workforce Data Tool as necessary prior to data collection
- Assist in recruitment campaigns including placing advertisements, collating applications and liaising with job applicants regarding outcome of their application.
- Book staff training courses / events
- Provision of basic system training to new team members/locum GPs
- Assist Practice Manager with the recruitment and selection process of new team members
- Induct all new members of the team, including clinicians
- Ensure adequate cover is maintained throughout the practice during staff holidays or absence
- Monitor and manage staff holidays, study leave, sickness and absence
- Provide pastoral care/support to team members as needed.
The Patients
- Receive and deal with patient enquiries as necessary telephone/email and face to face
- Support the staff in any difficult contact with patients
- Provide support to patients experiencing issues accessing/using online services.
Partnership Secretary
- Compile and circulate the agendas for weekly partnership meeting.
- Chair and subsequently prepare the minutes of the weekly partners meeting.
- Assist in the arrangement of confidential partnership matters as requested by the Practice Manager (ie, partner drawings, partnership agreement, etc)
IT:
- Provide in-house support to practice team and associated staff to include set up of new accounts, password changes and smartcard management.
- Register new team members as they join the practice and provide them with login details so that they may access appropriate systems
- Assist in system upgrades as required
- Ensure IT faults (hardware and software) are reported as required to the appropriate support desk
- Manage all requests for NHS Mail accounts set up / amendment / closure. Request addition/removal to practice email groups as appropriate.
- Smartcard management via national portal and support portal. Carry out smartcard updates as directed by Registrations Authority.
Communication:
- Monitor own email account and forward/respond to messages as appropriate (internal and external)
- Monitor Practice Managers email account when they are not working, corresponding as appropriate.
- Respond to patient/staff queries as required
Facilities/Equipment:
- Source/book tradespersons as and when required
- Renewals of utilities (gas/electric) in consultation with Partners/Practice Manager
- Renewal of annual maintenance contracts
Data Collection / Quality / Achievement of Targets:
- Assist in preparation of data returns as required
- Administer patient invitations / call and recall
- Ensure correct coding of activity undertaken
Ad hoc:
- Assist in contacting patients to cancel/rearrange appointments due to unplanned absence
- Ordering of supplies stationary, equipment, uniform, etc
- Reception cover if no other alternative can be found
- Research administration to includes patient searches, management of mailouts and general study coordination.
Scheduling and Book-Keeping
Scheduling:
Compile clinical staff weekly schedule from diary including PCN clinical staff.
Share duty rota and protected time where possible.
Load clinics from the schedule to appointment book, to include all meeting/notes
Distribute paper schedule to staff on weekly basis
Record duties, protected time, and Hillview ward rounds on excel spreadsheet
Book-Keeping:
Reconcile and replenish petty cash tin and add to Xero
Reconcile dispensary takings and add to spreadsheet, add to Xero
Print off and pay supplier invoices
Print off and reconcile surgery invoices
Create invoices
Credit control
Add PCSE statement manually to Xero
Prepare quarterly accounts for the Partners
Take cash to bank
Payroll/Pensions Administration
Postscript
This is a summary of key tasks and is not intended as a comprehensive description of duties of the post. The post holder may be required to undertake other duties which are not specifically mentioned above. Any significant changes to this job description will be made in consultation with the post holder.
Person Specification
Qualifications Essential
Good standard of general education
Desirable
Business Administration / General Management / Finance Management Qualification
Experience Essential
Previous administration experience at a senior level
Desirable
Previous general practice experience
Skills and Attributes Essential
Good numeracy/literacy skills Good IT skills Good communication skills Ability to multi-task Ability to work under pressure Good time management skills Good organisational skills
Employer details Employer name Wellside Surgery
Address 45 High Street
Sawtry
Huntingdon
Cambridgeshire
PE28 5SU
Employer's website https://wellside.org.uk/ (Opens in a new tab)