Job summary
The Wapping Group Practice is offering an exciting opportunity for an experienced Practice Administrtor to work within a well-established, friendly and innovative team and lead our organisation. This is a permanent full time/part time role for 28 to 37.5 hours a week.
We are looking for an enthusiastic administrator to join our friendly
and supportive team, who has ability
to work without direct supervision and determine own workload priorities. This
individual would be providing general secretarial and admin support to the Doctors,
Health Professionals and to the practice.
Main duties of the job
As a Practice Administrator, you will be responsible for managing the administrative tasks within the Practice. Your role will be crucial in ensuring the smooth operation of the facility, supporting healthcare professionals, and providing a positive experience for patients. This role involves overseeing administrative tasks, managing personnel, and coordinating various aspects of healthcare administration to contribute to the delivery of quality patient care.
About us
We are based on Wapping Lane which is a 5 minute walk from Wapping Overground Station.We are a well-respected, training and teaching practice with a fully comprehensive team of doctors (9), nurses (4), pharmacists (2), HCAs (2) and a large support team (12). Our CQC ratings are good and QOF achievement 98%. We use EMIS web clinical system.
The surgery is forward thinking and constantly thrives to improve patient care within the community. We are passionate about our patients and the care provided. We work closely with our PCN and utilise the additional services provided to manage as much as we can in primary care.
We highly value both our patients and our staff, and can offer good CPD opportunities as experience increases.
Job description
Job responsibilities
Office Management
- Coordinate scheduling of appointments, meetings, and conferences.
- Dealing with administrative queries received from clinical & non-clinical staff.
- Stock taking and ordering medical and office supplies.
- Ensure the availability of necessary supplies and equipment.
- Resolve office-related and clinical room malfunctions and respond to requests and issues.
- Reporting and liaising with NHS properties for building issues.
Personnel Management
- Manage clinical and non-clinical staff absences including sick leave and holidays.
- Responsible for keeping staff portfolio up to date.
- Responsible for generating new staff profiles and deactivating profiles on all electronic systems.
Supervision and Training
- Supervise administrative staff and provide guidance on daily tasks.
- Organise mandatory and PLT training for staff.
- Training and induction for new staff members on administrative procedures and protocols.
Communication and Coordination
- Serve as a liaison between healthcare professionals, staff, and patients.
- Communicate effectively with various departments to ensure seamless workflow.
Compliance and Regulations
- Stay informed about healthcare regulations and ensure compliance with relevant laws.
- Supporting the manager in implementing and maintaining the policies and procedures to meet regulatory requirements.
Technology and Record Keeping
- Stay updated on advancements in healthcare technology and implement relevant tools.
- Updating patient medical records for external vaccinations given.
- Supporting all medical and non-medical staff with IT issues.
- Reporting and liaising with IT to deal with any IT issues within the practice.
- Update and maintain the practice website, ensuring information is current and easily accessible for patients and staff.
- Carry out emis web searches and audits as required for call-recall process and data quality checks.
- Ensure communication systems are running smoothly and doctors, nurses, pharmacists, and non-clinical staff are kept fully informed of changes to and developments in operational procedures.
Problem Resolution
- Address and resolve administrative issues in a timely and efficient manner.
- Collaborate with staff to identify and implement process improvements.
Quality Assurance
- Implement and monitor quality assurance processes related to administrative tasks.
- Participate in audits and assessments to ensure adherence to quality standards.
Other key Responsibilities
- Support the Practice Manager and Clinical Performance Manager to ensure quality performance and compliance across the practice (recalls).
- Deal with any problems reported by the members of the team.
- Ensure patient registration, clinical document, lab results and GP2GP workflow is maintained and dealt within expected time frame.
- Submit monthly prescription claim (PPA claim) for the practice.
- CQRS monthly submission.
- Arrange in-house and other service providers meetings and minute taking.
- Assisting management with CQC related enquires/work.
- Supporting the manager and partners in general day to day operations for smooth running of the practice.
- Keep the practice manager/ middle management team informed of any matters arising or problems / potential problems.
- Managing (reassigning) tasks/ requests/ documents when a team member is absent.
- Support flu and other vaccination clinics and co-ordinate staffing.
- All other responsibilities and tasks not listed here that relate to this post and the smooth running of the practice and contribute to the role within the remit of the Practice Administrator.
Job description
Job responsibilities
Office Management
- Coordinate scheduling of appointments, meetings, and conferences.
- Dealing with administrative queries received from clinical & non-clinical staff.
- Stock taking and ordering medical and office supplies.
- Ensure the availability of necessary supplies and equipment.
- Resolve office-related and clinical room malfunctions and respond to requests and issues.
- Reporting and liaising with NHS properties for building issues.
Personnel Management
- Manage clinical and non-clinical staff absences including sick leave and holidays.
- Responsible for keeping staff portfolio up to date.
- Responsible for generating new staff profiles and deactivating profiles on all electronic systems.
Supervision and Training
- Supervise administrative staff and provide guidance on daily tasks.
- Organise mandatory and PLT training for staff.
- Training and induction for new staff members on administrative procedures and protocols.
Communication and Coordination
- Serve as a liaison between healthcare professionals, staff, and patients.
- Communicate effectively with various departments to ensure seamless workflow.
Compliance and Regulations
- Stay informed about healthcare regulations and ensure compliance with relevant laws.
- Supporting the manager in implementing and maintaining the policies and procedures to meet regulatory requirements.
Technology and Record Keeping
- Stay updated on advancements in healthcare technology and implement relevant tools.
- Updating patient medical records for external vaccinations given.
- Supporting all medical and non-medical staff with IT issues.
- Reporting and liaising with IT to deal with any IT issues within the practice.
- Update and maintain the practice website, ensuring information is current and easily accessible for patients and staff.
- Carry out emis web searches and audits as required for call-recall process and data quality checks.
- Ensure communication systems are running smoothly and doctors, nurses, pharmacists, and non-clinical staff are kept fully informed of changes to and developments in operational procedures.
Problem Resolution
- Address and resolve administrative issues in a timely and efficient manner.
- Collaborate with staff to identify and implement process improvements.
Quality Assurance
- Implement and monitor quality assurance processes related to administrative tasks.
- Participate in audits and assessments to ensure adherence to quality standards.
Other key Responsibilities
- Support the Practice Manager and Clinical Performance Manager to ensure quality performance and compliance across the practice (recalls).
- Deal with any problems reported by the members of the team.
- Ensure patient registration, clinical document, lab results and GP2GP workflow is maintained and dealt within expected time frame.
- Submit monthly prescription claim (PPA claim) for the practice.
- CQRS monthly submission.
- Arrange in-house and other service providers meetings and minute taking.
- Assisting management with CQC related enquires/work.
- Supporting the manager and partners in general day to day operations for smooth running of the practice.
- Keep the practice manager/ middle management team informed of any matters arising or problems / potential problems.
- Managing (reassigning) tasks/ requests/ documents when a team member is absent.
- Support flu and other vaccination clinics and co-ordinate staffing.
- All other responsibilities and tasks not listed here that relate to this post and the smooth running of the practice and contribute to the role within the remit of the Practice Administrator.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths or equivalent
Desirable
- Educated to degree level or equivalent in healthcare administration Business Administration or a related field
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties or a similar role.
Desirable
- Previous experience in healthcare administration and office management.
Skills and Abilities
Essential
- Excellent organisational and time management skills.
- Strong interpersonal and communication skills.
- Proficient in office software and healthcare information systems.
- Creating, editing and updating spreadsheets
- Ability to manage and lead a team effectively.
- Detail-oriented with a focus on accuracy.
- Problem-solving and decision-making skills.
Desirable
- Understanding of healthcare regulations and compliance.
- Proficient in using EMIS WEB
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths or equivalent
Desirable
- Educated to degree level or equivalent in healthcare administration Business Administration or a related field
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties or a similar role.
Desirable
- Previous experience in healthcare administration and office management.
Skills and Abilities
Essential
- Excellent organisational and time management skills.
- Strong interpersonal and communication skills.
- Proficient in office software and healthcare information systems.
- Creating, editing and updating spreadsheets
- Ability to manage and lead a team effectively.
- Detail-oriented with a focus on accuracy.
- Problem-solving and decision-making skills.
Desirable
- Understanding of healthcare regulations and compliance.
- Proficient in using EMIS WEB
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.
