Job summary
An exciting opportunity has arisen whereby we are looking to recruit a highly motivated Management Support, IT and Operations Administrator to support our management team.
The post is a 37.5 hour position however we will consider part time hours for the ideal candidate.
The Management Support, IT and Operations Administrator will provide support to the management team, be able to think strategically to improve existing and implement new systems to increase efficiencies across the practice team to help better cope with an increasing workload and time pressures.
If you have what it takes and you are interested in working with highly motivated professionals and you meet the criteria, we would like to hear from you.
If you would like further information prior to applying, please get in touch.
We reserve the right to close the application process early if a suitable candidate is appointed.
Main duties of the job
The ideal candidate will need to have
- Excellent organisational skills
- Excellent communication skills
- The ability to problem solve and think strategically when faced with problems
- To feel confident to challenge ideas and suggestions if there are more efficient solutions
- The successful candidate will be an enthusiastic member of the team, with a can do attitude and able to make a valuable contribution to the overall performance of the Practice.
Some additional beneficial skills would be to have:
- All round knowledge and experience of working in a general practice
- Knowledge and experience of using SystmOne, CQRS and PCSE systems
- Knowledge and experience of using SystmOne and Arden's reporting
- Knowledge and experience of writing SystmOne reports for audit and research purposes etc
About us
Mayford House Surgery is a friendly GP Practice with 9,600 patients based in Northallerton, North Yorkshire. We are a dispensing practice, a training practice and we pride ourselves on continuous improvement. We received an overall Good rating from the CQC in December 2017, with all area and service ratings being rated as Good.
Job description
Job responsibilities
The following are the core responsibilities of the Management Support, IT and Operations Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Management Support, IT and Operations Administrator is responsible for:
- Supporting the Practice Manager/ Assistant Practice Manager in the day-to-day administrative, operational, IT and reporting functions of the surgery
- Manage /coordinate the staff rotas on the surgery's clinical system (SystmOne)
- Regularly review existing processes and systems, and creating new ones, to ensure optimum efficiency in respect of any management and operational function (detailed below). For example, rotas, diary and meeting management, reporting, engaging with departments to scope problems and implement solutions.
- Manage reporting and support the Practice Manager / Assistant Practice Manager where applicable with submitting reports for QOF, IIF, enhanced services and other reporting requirements using CQRS etc. as and when required.
- Supporting the management of the clinical system, always ensuring IT security and IG compliance
- Responding and resolving, where possible, any local IT issues where appropriate
- Guiding staff and developing searches and audits on the clinical system for any work required by the practice
- Support the management team in maintaining CQC standards and preparation of visits.
- Support the management team in the compilation of practice reports, e.g., DNA figures, staff to patient calculations etc.
- Providing support to the practice team on the use of Ardens templates
- Support the management team with ensuring HR files are kept up to date with all relevant documents.
- Ensuring that the accounting system is up to date, invoices are chased up for payment and bills are posted to the accounts system for payment by the Practice Manager/ Assistant Practice Manager
- Manage the petty cash.
- Manage the cashing up of dispensary, reception, and admin' income.
- Ordering stationery and other required equipment/ stock
- Supporting estates and maintenance monitoring (regular premises checks)
- Providing support and monitoring the Practices TeamNet system and ensuring any outstanding items are actioned.
- Conducting Health & Safety checks with the Practice Management team, such as fire extinguishers, fire alarm testing, and lift checks.
- Attend meetings and type up meeting notes as required.
Job description
Job responsibilities
The following are the core responsibilities of the Management Support, IT and Operations Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Management Support, IT and Operations Administrator is responsible for:
- Supporting the Practice Manager/ Assistant Practice Manager in the day-to-day administrative, operational, IT and reporting functions of the surgery
- Manage /coordinate the staff rotas on the surgery's clinical system (SystmOne)
- Regularly review existing processes and systems, and creating new ones, to ensure optimum efficiency in respect of any management and operational function (detailed below). For example, rotas, diary and meeting management, reporting, engaging with departments to scope problems and implement solutions.
- Manage reporting and support the Practice Manager / Assistant Practice Manager where applicable with submitting reports for QOF, IIF, enhanced services and other reporting requirements using CQRS etc. as and when required.
- Supporting the management of the clinical system, always ensuring IT security and IG compliance
- Responding and resolving, where possible, any local IT issues where appropriate
- Guiding staff and developing searches and audits on the clinical system for any work required by the practice
- Support the management team in maintaining CQC standards and preparation of visits.
- Support the management team in the compilation of practice reports, e.g., DNA figures, staff to patient calculations etc.
- Providing support to the practice team on the use of Ardens templates
- Support the management team with ensuring HR files are kept up to date with all relevant documents.
- Ensuring that the accounting system is up to date, invoices are chased up for payment and bills are posted to the accounts system for payment by the Practice Manager/ Assistant Practice Manager
- Manage the petty cash.
- Manage the cashing up of dispensary, reception, and admin' income.
- Ordering stationery and other required equipment/ stock
- Supporting estates and maintenance monitoring (regular premises checks)
- Providing support and monitoring the Practices TeamNet system and ensuring any outstanding items are actioned.
- Conducting Health & Safety checks with the Practice Management team, such as fire extinguishers, fire alarm testing, and lift checks.
- Attend meetings and type up meeting notes as required.
Person Specification
Experience
Essential
- Experience of working within organisational policies, procedures and guidance e.g. Safeguarding and is committed to demonstrating the organisations values and behaviours in their work
Desirable
- Experience of working with the general public
- Experience of working in a health care setting
- Experience of working in primary care
- Extensive knowledge of SystmOne including the reporting module
- NHS / Primary Care General Practice experience
- Experience of producing agendas and minutes for meetings
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
Skills
Essential
- Strong IT skills (generic) specifically Microsoft Excel
- Forward thinker and highly skilled at day-to-day operations
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff when required
Desirable
- Excellent communication skills (written, oral and presenting)
- SystmOne user skills and reporting
- Staff rotas on SystmOne
- Managing invoices and cashing up
Personal Qualities
Essential
- Polite, cooperative, and flexible
- Excellent people skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solution focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive, and resilient
- Ability to suggest and implement change
- Ability to support and motivate teams, enhance morale, and maintain a positive working environment, including team training sessions when required
Other Requirements
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Always maintains confidentiality
- Full UK driving licence
Person Specification
Experience
Essential
- Experience of working within organisational policies, procedures and guidance e.g. Safeguarding and is committed to demonstrating the organisations values and behaviours in their work
Desirable
- Experience of working with the general public
- Experience of working in a health care setting
- Experience of working in primary care
- Extensive knowledge of SystmOne including the reporting module
- NHS / Primary Care General Practice experience
- Experience of producing agendas and minutes for meetings
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
Skills
Essential
- Strong IT skills (generic) specifically Microsoft Excel
- Forward thinker and highly skilled at day-to-day operations
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff when required
Desirable
- Excellent communication skills (written, oral and presenting)
- SystmOne user skills and reporting
- Staff rotas on SystmOne
- Managing invoices and cashing up
Personal Qualities
Essential
- Polite, cooperative, and flexible
- Excellent people skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solution focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive, and resilient
- Ability to suggest and implement change
- Ability to support and motivate teams, enhance morale, and maintain a positive working environment, including team training sessions when required
Other Requirements
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Always maintains confidentiality
- Full UK driving licence
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.
