Admin Assistant

Job description

Job responsibilities

The CLPCN Support Assistant has delegated responsibility for providing comprehensive administrative support to the CLPCN Project Manager, Senior Delivery Managers and Network Leads. The post holder will be responsible for providing support to the CLPCN team in the efficient administration of all related processes. They will be required to have a hands-on approach and will need to carry out work on an individual basis.

They will need to organise the network meetings and calendar, and cascade information required for these meetings in an effective and efficient way. The CLPCN Admin Assistant will be the point of contact for CLPCN ensuring they are provided with support and assistance at all times.

The CLPCN Admin Assistant will have a major impact in promoting a positive image of the organisation to all disciplines

Duties and responsibilities:

Following practice policies, protocols and guidelines, the duties will include:

Team Support:

• The post holder will manage the Admin calendar to cover Network meetings
• The post holder will be responsible for filing and record keeping of all CLPCN documentation.
• The post holder will be responsible for monitoring and responding to emails received via the CLPCN admin email inbox.
• Oversee administration of shared drive for CLPCN.
• Forward thinking in approach and innovation
• Any other reasonable delegated duties considered appropriate to the post
• Supporting the administration for service delivery on behalf of CLPCN
• The postholder will keep a log of all CLPCN equipment including laptops and mobile phones reallocating and securing where necessary.
• Onboard new members of the team ensuring they have all appropriate access, equipment and information to enable them to complete their role effectively.
• Supporting administratively the Senior Delivery Managers and Leadership team carry out effective workings towards CLPCN’s overarching priorities
• Completing EMIS Data searches/pulling and populating EXCEL templates for service delivery
• Organising and support administrative responsibilities for the First Contact Physiotherapy Service such as amending clinics on EMIS.
• Meetings and Agendas:
• Organise network meetings under the direction of the CLPCN Project Manager, Senior Delivery Managers or Leadership Team.
• Ensure meetings are arranged and agendas are sent out well in advance
• Communicate effectively with all staff prior to meetings
• Organise meeting preparation, including agenda, room bookings, and refreshments as required.
• Taking minutes from the meetings and cascading to the correct group in a timely way
• Familiarise yourself with the variety of meetings that take place and ensure the correct attendees are invited
• Communicate effectively and with positivity to CLPCN
• Arrange workshops and all associated admin support
• Set up online surveys as required and follow-up responses, collate information and cascade to the appropriate groups
• Proactive in approach and provide support to the CLPCN Project Manager and CLPCN team, as and when required highlighting any issues as they occur
• Support CLPCN and help in all aspects of admin duties
• Responsible as the first point of contact via email and centralised telephone, at agreed base
• Ensure all of the network group are aware of upcoming meetings and their attendance is confirmed within the desired timescale, using most suitable means of communication.

Financial responsibilities:

• Ensure financial admin duties are carried out
• Order goods and services, ensuring all expenditure is best value and non-routine expenditure is pre-approved by the Finance Manager, if required
• Ensure that all invoices are valid and supported by receipts, signed delivery notes or other satisfactory authority. Submit invoices to the relevant staff for payment on time
• Liaise with Practice Managers to collate information regarding backfill claims and ensure they are submitted on a quarterly basis.

Communication and relationships:

• Ensure appropriate and constructive communication within the CLPCN staff team and member practices
• Communicate sensitively and effectively with the CLPCN Network Team and member practices
• Link in with Social Media Contractor to ensure all appropriate regarding CLPCN is posted on our www and social media as appropriate including job advertisements and additional role information.
• Manage the weekly CLPCN huddle, encouraging attendance and following up any actions from the meeting.

Organisation/Quality:

• Understand own role and scope in CLPCN
• Work as an effective and responsible team member, supporting colleagues in a flexible manner
• Understand and follow the requirements of confidentiality (including GDPR and the Freedom of Information Act and deal with queries as appropriate
• Support the aims and objectives of the CLPCN and contribute to the ongoing development of the practices as required
• Follow Brownlow Group Practice policies, including Health & Safety, Security and Confidentiality
• Prioritise, organise and manage own and others’ workload in a manner that maintains and promotes high service and quality standards.

Training, learning and development:

• Participate in the provision of all relevant mandatory and non-mandatory training
• Be proactive in ensuring own development is met by attending any relevant course

Network development and clinical governance

1. Participate in CLPCN team meetings.
2. Provide data, as requested, for practice development plans and reports.
3. Collect data as part of clinical and organisational audit process.
4. Be aware of CLPCN policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk.
5. Be aware of issues related to own development and be committed to participate in training and education.
6. Operate the CLPCN complaints procedure and respond / forward complaints as appropriate.

Health and Safety Responsibilities

1. Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work.
2. Must co-operate with the employer in so far as necessary to enable that duty or requirement to be performed or complied with.
3. No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare.

Confidentiality

1. All information relating to patients and staff gained through your employment and after leaving employment with CLPCN (via Brownlow Health) is confidential. Disclosure to any unauthorized person is a serious disciplinary offence which could lead to dismissal or may result in litigation.
2. This post will be privilege to confidential information about the CLPCN and Brownlow Health business and staff. Any breach of this confidential information is a serious disciplinary offence or may result in litigation.

This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

Desirable requirements:

• Training or qualifications in administration, IT or other related areas
• Experience of working in a healthcare setting
• Experience of making improvements to working practices, e.g. the development and implementation of new systems, polices and protocols

Person Specification

Knowledge and Skills

Essential

• File maintenance & management
• Broad knowledge of administration processes
• Ability to communicate effectively and confidently both verbally and in writing
• Excellent administration skills with the ability to manage time effectively to meet deadlines
• Ability to plan workload in a proactive way
• The ability to use initiative
• The ability to produce work that is accurate, thorough and well presented
• Ability to maintain accurate records of projects and initiatives
• Ability to seek solutions to queries using internal and external sources available
• Ability to manage time effectively through planning, organization & prioritising of workload

Desirable

• Understanding of the importance & requirements of GDPR and Confidentiality

Qualifications

Essential

• Educated to GCSE level or equivalent experience as indicated by the factors detailed below
• A good standard of grammar and spelling in the English language
• Excellent computer skills, including Microsoft Office. Good keyboard skills. NVQ Level 2 as a minimum.

Other

Essential

• A friendly and approachable manner, good with people skills, showing understanding, care and assertiveness when appropriate
• The ability to work calmly and effectively and deal with multiple demands even when busy
• Enthusiastic & proactive approach to improvements & changes in services
• Confident, positive and friendly approach when dealing with colleagues and patients
• Team Worker with the ability to work flexibly with colleagues, and work remotely when required
• Commitment to patient centred care
• Commitment to the principles of modern employment practices
• Commitment to mainstream equality & diversity through Policies, Procedures and Services
• Travel is an essential requirement of the role

Experience

Essential

• Experience of producing detailed agendas and minutes
• Experience of planning, organizing and recording meetings and events
• Broad range of Microsoft Office programmes

Desirable

• Experience of providing admin support business/project/ advisory roles in a busy work environment

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

Brownlow Group Practice

Address

Summers Road

Brunswick Business Park

Liverpool

L3 4BL

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)