Job responsibilities
This
Recruitment
The successful candidate will be invited to start in January 2022.
Title:Operations Administrator
Responsible To:Operations Manager
Main Purpose of the Post:
To
provide high quality administrative support to the Operations Manager,
Operations Lead and Management Team ensuring that personnel enquiries and key
tasks are managed appropriately and in an auditable, timely manner.
Duties & Responsibilities of
the Post:
Main
Duties:
Support the Operations Team in all HR issues, ensuring accurate
and timely management of personnel records.
Advertisement of posts, assisting with scoring and recruitment
processes in line with appropriate legislation
Ensure all pre-employment checks are completed in line with
legislation
Lead on the new staff induction programmes
Arrange probationary reviews of new staff members
Coordinate and ensure appraisals are conducted annually with
appropriate paperwork and feedback sought in advance.
Take the lead in utilising the Fourteen Fish appraisal toolkit
for all registered clinical staff and management team, providing training and
advice where necessary
Maintain the staff absence log, analyse data and produce reports
as requested
Liaise with Practice GP trainers and the Deanery to ensure
efficient and professional management of the trainee doctors working within
the practice
Ensure appropriate uniform / badges are provided for new staff
Assist the Operations Manager to ensure that staff receive
mandatory and ad hoc training and maintain appropriate records, including the
arrangements for specific training afternoons and, where appropriate,
training agreements.
Monitor mandatory training for
all staff using the BlueStream eLearning system, ensuring full staff
compliance
Provide information on request and within timescales to the
Operations Lead for appropriate analysis and action, including the creation
of patient information posters
Undertake monthly submissions to the Strategic Data Collection
Service (SDCS)
Provide the Finance Team with accurate recording and timely
submission of overtime, sickness
absence and travel claims
Be aware of the Practices
Social Media Platforms to offer resilience when required, ensuring a relevant
and rolling presence
Provide pastoral advice and
support to members of the practice team, in line with employment legislation
Administration
Handle ad hoc confidential administration for the Group Business
Director.
- Participate in the Surgery Management
Courier Service when required
Create and distribute regular communications media, e.g. Staff /
Patient newsletters
Provide ad hoc meeting minute support to surgery teams.
Provide appropriate cover to the Operations Lead to ensure the
smooth running of the office
Support the Operations Lead in the engagement of the Patient
Participation Group through the relevant media and engage with patients as
required
Provide monthly reports to the Operations Lead / Operations
Manager on areas of responsibility
Be proactive in raising any compliance concerns with regard to
staff records
Ensure appropriate branding and signage is in place at all sites
Confidentiality:
As per both Government legislation and Practice policies ensure
that all confidentiality, data protection and information governance policies
and guidelines are followed and strictly adhered to. Reporting any infringements to the
Operations Office immediately.
Health
& Safety:
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the practice Health & Safety
policy, the practice Health & Safety manual, and the practice Infection
Control policy and published procedures. This will include:
Using personal security systems within the workplace according
to practice guidelines
Identifying the risks involved in work activities and
undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work
areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection
hazards immediately when recognised
Keeping own work areas and general / patient areas generally
clean, assisting in the maintenance of general standards of cleanliness
consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum
annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare
of children.
Reporting potential risks identified.
Equality
and Diversity:
The post-holder will support the equality, diversity and rights
of patients, carers and colleagues, to include:
- Acting
in a way that recognises the importance of peoples rights, interpreting
them in a way that is consistent with Practice procedures and policies,
and current legislation.
- Respecting
the privacy, dignity, needs and beliefs of patients, carers and
colleagues.
- Behaving
in a manner which is welcoming to and of the individual, is
non-judgmental and respects their circumstances, feelings priorities and
rights.
Personal/Professional
Development:
The post-holder will participate in any training programme
implemented by the Practice as part of this employment, such training to
include:
- Participation
in an annual staff performance review.
- Taking
responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking
similar work.
Quality:
The post-holder will strive to maintain quality within the
Practice, and will:
- Alert
other team members to issues of quality and risk.
- Assess
own performance and take accountability for own actions, either directly
or under supervision.
- Lead
on induction and training of new staff at site
- Contribute
to the effectiveness of the team by reflecting on own and team
activities and making suggestions on ways to improve and enhance the
teams performance.
- Work
effectively with individuals in other agencies to meet patients needs.
- Effectively
manage own time, workload and resources.
Communication/Information:
The post-holder should recognise the importance of effective
communication within the practice and management team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of
communication and respond accordingly.
Contribution
to the Implementation of Services:
The post-holder will:
- Apply
practice policies, standards and guidance
- Discuss
with other members of the team how the policies, standards and
guidelines will affect own work
- Participate
in audit where appropriate
Any
other delegated duties considered appropriate to the post.
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. The
employee shares with the employer, the responsibility for review and modification
of duties. Suggestions and discussions
are welcome.
Policies
and Procedures - the duties and responsibilities of the post will be
undertaken in accordance with the policies, procedures and practices of the
Practice, which may be amended from time to time. You are required to be flexible
and the practice reserves the right to alter such fixed hours as may be
considered necessary to ensure the surgery runs smoothly.
Our
Practice operates between the hours of 0700 2100 hours Monday to Friday
(0800 1300 Saturday), with possible requirement for some evening and
weekend working as the business develops
