Job summary
We
are looking for a motivated, organised and pro-active Operational Support Administrator
to undertake a new and exciting role at Woolpit Health Centre.
The post holder will share
responsibility for the creation and upkeep of clinical rota systems across the
Health Centre and Primary Care Network (PCN). This will include the ongoing
development, day-to-day administration and production of staffing rotas and
appointment diaries within the clinical system,
EMIS.
Main duties of the job
The
Operational Support Administrator will assist the management team with timely
and accurate upkeep of premises management documentation and other
documentation, such as risk assessments and training records.
In addition, the successful candidate will deputise for the
Operational Support Officer in providing comprehensive IT support and
assistance to the multidisciplinary team, ensuring that all IT issues are
resolved or escalated in a timely manner.
The
successful candidate must be able to work upon their own initiative and have a
high attention to detail along with strong IT skills and experience of working
in a fast-paced environment. You must be organised and confident, have a
friendly and approachable manner and can work under pressure.
The
post holder will support the management team in all
aspects of practice functionality, optimising efficiency and overall
performance, ensuring the practice achieves its long-term strategic objectives
in a safe and effective working environment.
About us
Why work for us?
Based in the Suffolk village of Woolpit, the Health Centre aims to provide:
The type of care that we would expect for ourselves and our own families.
We provide services to over 16,000 patients who live in a practice area of 75 square miles of rural West Suffolk, straddling the A14, between Thurston in the west, and Haughley in the east.
We pride ourselves on the high standards of our care we are holders of the Royal College of General Practitioners Practice Accreditation Award, a quality mark held by only 19 practices in the UK.
Our 7 GP partners and 5 non-partner GPs lead a multidisciplinary team of nurses, health care assistants, pharmacists and midwives all of whom are based in our purpose-built premises.
Benefits of working for Woolpit Health Centre include:
- Attractive rates of pay with annual pay review (not agenda for change)
- Regular one-to-ones to aid good communication
- Generous annual leave entitlement
- Voluntary overtime when available
- Plenty of training opportunities
- Membership of the NHS contributory pension scheme
The NHS Pension Scheme is a defined benefits scheme
Life insurance
Family benefits including an adult dependents pension and childrens pension
Ill health benefits
20% employer contribution
- Option of NHS discount and Blue Light Card for retail/dining/holidays etc
- Free uniform
Job description
Job responsibilities
To create and plan rotas for the clinical and
non-clinical teams including Doctors,
Trainees, Nursing Teams, Primary Care Network (PCN) and Enhanced Access Teams
To add appointment schedules into the
clinical system
To ensure there are appropriate levels of
staff and clinical safety is maintained, escalating any foreseen staff
shortages to the Operational Support Officer and Administration Manager
To ensure that rotas are planned and added to
the clinical system a minimum of four weeks in advance
To create and maintain robust booking systems
for clinical and non-clinical rooms in the Practice
To deputise
for the Operational Support Officer as the contact for all IT issues, resolving
minor IT issues and reporting complex IT problems to the relevant organisation
Act as a liaison between the organisation and
external agencies, for the timely management of all faults relating to IT
Work closely with all
departments to ensure Practice Policies are regularly reviewed and remain fit
for purpose
To review existing standards and procedures
while implementing new best practice to ensure a seamless delivery of services
To continually assess and evaluate systems,
recommending changes and improvement to the Administration Manager and Practice
Manager
To
ensure statutory and mandatory training has been completed for all clinical and
non-clinical teams
Lead and co-ordinate
ad hoc projects as requested by Senior Management
To
undertake specific assigned tasks, project support or development work
To
support the Practice Manager and Administration Manager to strive to achieve
the highest standards in terms of CQC compliance
To
attend Practice meetings as required
Job description
Job responsibilities
To create and plan rotas for the clinical and
non-clinical teams including Doctors,
Trainees, Nursing Teams, Primary Care Network (PCN) and Enhanced Access Teams
To add appointment schedules into the
clinical system
To ensure there are appropriate levels of
staff and clinical safety is maintained, escalating any foreseen staff
shortages to the Operational Support Officer and Administration Manager
To ensure that rotas are planned and added to
the clinical system a minimum of four weeks in advance
To create and maintain robust booking systems
for clinical and non-clinical rooms in the Practice
To deputise
for the Operational Support Officer as the contact for all IT issues, resolving
minor IT issues and reporting complex IT problems to the relevant organisation
Act as a liaison between the organisation and
external agencies, for the timely management of all faults relating to IT
Work closely with all
departments to ensure Practice Policies are regularly reviewed and remain fit
for purpose
To review existing standards and procedures
while implementing new best practice to ensure a seamless delivery of services
To continually assess and evaluate systems,
recommending changes and improvement to the Administration Manager and Practice
Manager
To
ensure statutory and mandatory training has been completed for all clinical and
non-clinical teams
Lead and co-ordinate
ad hoc projects as requested by Senior Management
To
undertake specific assigned tasks, project support or development work
To
support the Practice Manager and Administration Manager to strive to achieve
the highest standards in terms of CQC compliance
To
attend Practice meetings as required
Person Specification
Experience
Essential
- Experience of working in an administration role
- Experience of establishing effective office administrative systems
Desirable
- Experience of working in a health care setting
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
Qualifications
Essential
- Educated to GCSE level or equivalent
Skills
Essential
- Excellent communication skills (written and oral)
- Excellent IT skills
- In-depth knowledge of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policies and procedures
Desirable
Person Specification
Experience
Essential
- Experience of working in an administration role
- Experience of establishing effective office administrative systems
Desirable
- Experience of working in a health care setting
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
Qualifications
Essential
- Educated to GCSE level or equivalent
Skills
Essential
- Excellent communication skills (written and oral)
- Excellent IT skills
- In-depth knowledge of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policies and procedures
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.
