Operational Coordinator/Receptionist

Job responsibilities

Provide Reception services for the practice in line with protocols

To assist the Senior Management Team to ensure the premises and equipment are compliant with all health and safety laws and requirements; to support the facilities management work of the business.

oMaintain a premises and equipment issues log

oManage the servicing and maintenance of all medical equipment

oCreate and maintain a capital equipment replacement plan

oCreate, maintain and update the Health and Safety policy, Risk Assessments, COSHH Assessments and other associated processes and policies

oConduct regular inspections of the premises to check for any health and safety issues and review against risk assessments

oOrganise and support external contractors to complete maintenance work and any repairs or replacements to resolve or prevent issues

oOrganise and support external contractors to complete the premises and equipment compliance checks within their required time frames

oLiaise with the cleaning company, carrying our regular audits of provision and liaise with the cleaning company to rectify any shortfall

oManage contracts for and highlight issues with services i.e. cleaning, gardening, window cleaning etc

oConduct weekly fire system testing

oAssist with planned evacuation drills and write up the report afterwards

oWrite up reports for any unplanned fire alarm triggered evacuations

oAssist with fire and emergency evacuation planning

oConduct regular checks of the accident book and write up a monthly report

oConduct regular checks of the first-aid boxes to ensure sufficient, in-date supplies; replenishment ordering as needed

To assist the Senior Management Team to ensure the business is compliant with Financial Regulations through robust finance support administration:

oReview all incoming invoicing and check for discrepancies and plan payment based on the payment deadline and to optimise our cashflow

oTo resolve any discrepancies or errors in invoicing

oEnsure the Practice Manager has all the invoicing needed for them to make payments

oTo assist with raising invoicing for patients and businesses, claims etc

oReconcile statements including credit card statements, cardnet machine, private services

oReview all income and expenditure statements, identifying any inaccuracies and rectifying such issues, informing the Practice Manager as required

oMaintain an effective system for the handling of petty cash

oTo assist the external Bookkeepers and Accountants with queries they may have and ensure they have all the documentation they need

To assist the Senior Management Team to ensure the business is compliant with employment law and associated information governance laws:

oMaintain the personnel records in line with employment law and information governance guidelines

oMaintain a personnel information log to record the key information needed for all staff on one spreadsheet

oAssist with recruitment

oConduct pre-employment checks and advise the Practice Manager if there are issues or concerns

oAssist with new staff inductions

oAssist with keeping staff induction information up to date, and determining content

oAssist with holiday, sickness and other absence recording

oCalculate holiday entitlement allowances and reviewing usage throughout the year, keeping staff informed

oAssist and support the Senior Management Team with any employment policies and procedures that are triggered, such as Sickness Absence Management, Disciplinary, Grievance, Performance Management

oAssist and support the Senior Management Team with appraisals, making sure copies are stored in the personnel files

oMaintain training records for all staff and training profiles on our online learning portals

oCreate and maintain leavers files that are compliant with retention periods for the data contained

To assist the Information Governance Team to ensure the business is compliant:

oAttend Information Governance meetings and take minutes to then distribute and store

oAssist with Data Protection documentation completion and collation, including Data Sharing Agreements, DPIAs etc

oAssist with the liaison with our Independent Data Protection Officer(s)

oConduct regular room checks to ensure compliant with data protection laws

oConduct regular audits of our clinical system to ensure appropriate use in line with legal parameters

oAssist with the completion and maintenance of all data logs; Data Breaches, Freedom of Information, Caldicott Guardian

oAssist with Data Breach investigations

oAssist with the completion of our annual data toolkit completion

oSupport the Practice Manager with completion and monitoring of our Complaints and Concerns Log, Compliments Log and Significant Events/Near Misses Log

oAssist with staff information and training relating to Information Governance

To assist the Senior Management Team and Business Partners to ensure the business processes SARs and medical reports in a timely manner

To assist the Senior Management Team and Business Partners to ensure the business is compliant with CQC Regulations

oCoordinate Patient Participation Group (PPG) meetings, create agenda and take minutes to then distribute and store

oBe the liaison point for the Patient Participation Group

oSupport clinical meetings by updating agenda and taking minutes to then distribute and store

oAttend other compliance meetings to take minutes and support as needed

oAssist the Infection Control Lead to ensure we are compliant, liaising with cleaning company and waste disposal companies as needed

oEnsure all documentation for CQC is up to date and submitted in a timely fashion

oAssist with preparation for a CQC Visit, or response to a CQC enquiry

oAssist the Senior Management Team and Business Partners with any CQC requirements, as needed

To assist the Practice Manager in administrative management of practice functions including:

oReferrals

oReception and administration activities

oCommunication

General Operational Tasks:

Ensure you maintain your knowledge of all relevant regulations and laws to help support the business to be compliant

Ensure you keep up to date with policies and procedures of the business to help ensure they are implemented and observed

As part of the Operations Team support the smooth running of the Practice by resolving urgent/on the day issues as needed, this may include premises, health and safety, IT and staffing issues, liaising with the Senior Management Team as needed

Undertake any other additional duties appropriate to the post as requested by the Strategic Business Manager, Practice Manager or Partners.

This is a new role and this job description will be subject to change as the post evolves to suit the needs of the business.

Qualifications

Essential

• GCSEs A-C/9 to 4 or equivalent in English and Maths

Desirable

• Level 3, or higher in Business Administration
• Health and Safety Awareness/Management Certification
• Employment Law Certification
• Information Governance Certifications
• Other further education (preferably relevant to the post), or significant relevant experience may also be considered.

Experience

Desirable

• Operational Administration
• Health and Safety Administration
• Premises/Facilities Administration
• HR Administration
• Information Governance
• Minute Taking
• Data gathering and collation
• Writing reports
• Policy and procedure development
• Quality Improvement support work
• Experience within Primary Care, the NHS or a healthcare setting

Additional Factors

Essential

• Reliable
• Willing to learn new skills and processes
• Willing to take on training, both internal and external
• Flexibility towards the Practice needs and be change ready
• Committed to helping the Practice thrive
• Significant experience of using and aptitude for Microsoft Office - Outlook, Excel, Word and Powerpoint
• Excellent organisational skills, time management and prioritisation
• Confident communication skills and broad skillset for all variations
• Good level of numeracy
• Good level of literacy
• Good attention to detail
• Thorough and methodical
• Self-motivated and driven
• Good at problem solving
• Ability to work to deadlines
• Ability to work autonomously as well as collaboratively in a team
• Ability to self-evaluate and embrace professional development
• Ability to identify continuous improvement for work methods, procedures and protocols

Desirable

• Health and Safety Law
• Employment Law
• GDPR and Data Protection Law
• CQC Regulations

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).