About this role
Job summary
The Administrator role is designed to provide administrative support in relation to the operational day to day running of the practice. The postholder will work with managers with the aim to run an efficient administration service to clinical staff and together with other non-clinical staff will aim to develop systems and processes that will enhance service provision to patients.
(Hours are Monday - Friday and flexible between 30 - 37.5 hours for suitable candidate)
Main duties of the job
Supporting the practice with admin support to ensure smooth running of the Practice.
To be the main point of contact and deliver an efficient administration service for the practice.
Assist in Human resources
Recall administration
CQC administration
Invoice administration
Arrange relevant site visits
About us
We are a friendly, supportive, and family-focused practice serving almost 16,000 patients across our two surgery sites in BD4 and BD7. Our team of 48 staff work closely together with a shared commitment to providing excellent patient care and creating a positive workplace for everyone.We believe in equal care for every patient and equal respect for every staff member.
Whether you are new to general practice or bringing years of experience, you will be welcomed into a team where your contribution is valued, your wellbeing matters, and support is always available. We take pride in our collaborative culture, where colleagues help one another, celebrate successes together, and work towards a common goal of improving the health and wellbeing of our local community. If you are looking for a role where you can make a real difference while feeling part of a genuinely caring team, we would love to hear from you.
Job description Job responsibilities
Job Description
Job Title: Operations Administrator
Reports To: Finance - Operations Manager / Practice Manager
Hours: 37.5 per week (Mon Fri)
The Administrator role is designed to provide administrative support in relation to the operational day to day running of the practice. The postholder will work with managers with the aim to run an efficient administration service to clinical staff and together with other non-clinical staff will aim to develop systems and processes that will enhance service provision to patients.
Job Summary:
Supporting the practice with admin support to ensure smooth running of the Practice.
To be the main point of contact and deliver an efficient administration service for the practice.
Duties & Responsibilities:
Human Resources
The Administrator will assist the Practice Manager with recruitment of administrative staff, placing adverts, preparing shortlisted CVs, pre-screening CVs.
To be responsible for obtaining administrative paperwork for new starters including GP locums. To complete the relevant starter forms e.g. THIS, ICE pathology, Smartcard access and disable leavers.
To provide inductions for new staff joining the practice.
To be responsible for submitting National Workforce Reporting on a monthly basis.
To calculate staff annual leave in line with protocol and update Teams Net. To amend annual leave records as instructed by management.
To plan and organise in house appraisals for GPs, ANPs and Admin team (CNs done by LC, Nursing done by KS) and request staff feedback.
To be responsible for updating clinicians clinical registrations.
To maintain records of attendance of training courses for staff and update Teams Net.
To keep Human Resources documentation up to date and ensure Teams Net is updated as well as staff files.
Administration
To take minutes of the meeting for the practice management team meetings and Admin team meetings.
To arrange diabetes meetings with the Diabetic Specialist Nurses.
To ensure team calendars are updated e.g. To update room bookings.
To organise meetings and training events. To update the meeting planner and ensure all staff are aware of practice meetings. To liaise with Local Care Direct to ensure the correct cover is booked.
To process complaints administration and log complaints on the spreadsheet.
To liaise with students before and during placement, carry out induction and set up access to systems
To save the weekly communication bulletins on the F drive and communicate to staff.
To update the website regularly ensuring that the site is up to date.
Responsible for ordering administrative consumables and stationary required by the practice.
To keep spreadsheets up to date for keys and laptops.
To cross cover for secretarial should the need be required.
Organise social events, refreshments, cards, certificates and flowers for the practice.
Organise PLT events - arrange LCD cover, liaise with any external contacts, disseminate agenda, prepare any admin for management/clinicians etc
Recall administration
To contact patients and book appointments for diabetes recall Level 2 appointments and process admin referrals. This takes half a day a week.
CQC Admin
Meeting weekly with Dr Harrison and APM for updates
Updating Teamnet CQC tracker alongside LH
Updating protocols and collating evidence for audits
Arranging any outstanding actions that form part of the audit
Passing on communications to wider team in practice meetings and via notifications / emails
Invoice administration
To issue invoices for Coil / IUD invoice claims, NHS health checks etc.
To be responsible for completing FP34 returns and submit to the PPA for receipt by the 5th of the month. Monthly.
To check Service invoices and email the HUB for approval.
Other Duties:
To arrange relevant site visits for Health & Safety, Fire, Calibration of Equipment, PAT testing, Infection Prevention inspections etc
To be Fire Warden for the site along with the Patient Services Manager.
Any other duties commensurate with skills and responsibilities.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their careers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate
Person Specification
Experience Essential
Practical experience of office admin Good sound basic education GCSE Maths or Equivalent GCSE English or equivalent Customer Service experience Excellent Communication Skills: Written & Oral Excellent telephone communicator IT literate: MS Office/Word/Excel Ability to deal with difficult patients Practical Experience of working in a team Experience of busy working environment Reliable & responsive to rapid change An understanding of the need for strict confidentiality Common sense and resourcefulness Concentration required daily e.g. Ability to deal with occasional exposure to distressing circumstances or emotional events Ability to cope with occasional exposure to confrontational behaviour Ability to work effectively with competing priorities
Desirable
Experience of SystmOne Detailed understanding of a General Practice working environment Working knowledge of medical terminology Familiar with working from protocols to support service delivery Good sense of humour
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 HORTON PARK MEDICAL PRACTICE
Address 99 Horton Park Avenue
Bradford
West Yorkshire
BD7 3EG
United Kingdom
Employer's website https://www.horton-park.co.uk/ (Opens in a new tab)