Admin Manager

Job description

Job responsibilities

Job Description:

Primary Responsibilities

The following are the core responsibilities of the Admin Manager. 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 Admin Manager is responsible for:

• Supporting the DPM/PM in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• Responsibility of managing the administration and secretarial teams.
• Work with the DPM to coordinate all staff absences, maintaining an effective absence register.
• Ensuring staff adhere to policy and procedure at all times
• Management of the Clinical appointment books.
• Ensuring the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms.
• Management of the room and car park rotas.
• Investigating and answering incoming complaints / comments and submitting end of year complaints report.
• To manage all Health & Safety relating activity, including monitoring compliance with health and safety legislation, providing leadership and direction for staff.
• Support the DPM/PM in developing, implementing and embedding an effective practice training programme for all staff (clinical and administrative) liaising with external agencies when necessary and maintaining a training record
• Support the DPM in managing the clinical system, ensuring IT security and IG compliance at all times
• Support the DPM in managing all GDPR compliance and ensuring end of year submissions are completed
• Monitor group mailboxes, ensuring information is disseminated appropriately and act on emails that are associated with the role.
• Support the management team in the compilation of practice reports
• Maintaining the significant event database, providing advice to staff and briefing the team at meetings as required
• Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events
• Developing, implementing, and embedding the practice audit programme (in conjunction with the lead clinicians)
• Support the IT team in effectively managing DNAs, referred repeat offenders where appropriate
• Support the PM in the upkeep of all practice policies and procedures and support the administration team with these policies.
• Support the DPM and the Practice Manager (PM) in signing off invoices and management of the invoice recording system.
• Responsible for the ordering of supplies and practice furniture and equipment as and when required.
• To offer telephone support at busy times
• To support the prescription team as and when required.

Secondary Responsibilities

In addition to the primary responsibilities, the Admin Manager may be requested to:

• Deputise for the management team in their absence.
• Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders in the absence of the PM.
• Support the DPM/PM with change initiatives.
• Work with other members of the team in the management of health and safety, infection control, compliance, building, maintenance, and all other associated tasks.
• Manage asset registers as directed by the DPM.
• Act as the communication link between the management team and staff
• Represent the practice locally as required.
• Maintain a working knowledge of PCN and ICB initiatives.
• To support on staff inductions.
• To support with other management functions as directed by the DPM.
• To support the practice in organising training for staff both clinical and non-clinical.
• To have good working knowledge of the GP contracts/Enhanced Services and other contracts.

Additional Roles & Responsibilities

• Work pro-actively in managing change in own speciality to improve practice and health outcomes.
• To work flexibly to ensure that the practice has cover between the hours of 0800-1830 core hours; and be flexible in the covering of current extended hours and future extended hours (0700-2000), which may result in the need for early mornings; late nights and weekend working.
• This job description is not exhaustive and may be adjusted periodically to reflect the on-going changes in practice.
• Any other duties considered appropriate to the role of as requested from time to time by the PM.

• 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 individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

  Quality & Organisation:

  The post-holder will strive to maintain quality within the practice, and will:

  • To be responsible for planning and organising own workload on a day to day basis and longer term.
  • Participate in the planning and achievement of team and departmental objectives.
  • Alert other team members to issues of quality and risk.
  • Assess own performance and take accountability for own actions, either directly or under supervision.
  • 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:

  The post-holder should recognize the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognize peoples needs for alternative methods of communication and respond accordingly
  • Liaise with internal and external stakeholders, e.g. Health and Safety Executive (HSE), claims, complaints, PPG etc.
  • Ensure good written and verbal communications to all levels of the organisation including the ability to communicate complex and sensitive information.

  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.

  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 recognizes 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.

  Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
  • In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  This role will be subject to change and the post-holder will be expected to show flexibility and adaptability in all areas.

Person Specification

Experience

Essential

• 2 years previous management experience.
• 2 years previous experience of managing, inducting, training and supporting staff
• Experience of dealing directly with patients / customers, including handling complaints and feedback.
• Experience of implementing / managing administrative services.
• Experience in dealing with external organisations at management level.

Desirable

• Supervisory / Management experience within general practice or other NHS roles.
• Experience of working in a healthcare setting.
• NHS/Primary Care General Practice experience
• Health & Safety experience.
• Demonstrable previous experience of undertaking rotas

Qualifications

Essential

• Eligible to work in the UK.
• Educated to GCSE level.
• Good standard of education with excellent literacy and numeracy skills.
• A demonstrable commitment to professional development.

Desirable

• Leadership or Management qualification

Other

Essential

• Flexibility to work outside of core office hours
• Disclosing Barring Service (DBS) check
• Maintains confidentiality at all times
• Full UK driving licence

Knowledge/Skills

Essential

• Excellent communication skills, both written and verbal.
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker
• Proven problem solving & analytical skills
• Effective time management (Planning & Organising skills)
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and train staff
• Ability to manage change.

Desirable

• Experience in using EMIS Clinical System

Personal Qualities

Essential

• Honest and reliable.
• Flexible and cooperative
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Ability to drive and deliver change effectively
• Honest and reliable.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Ability to work with flexibility and common sense.
• Ability to work without direct supervision and determine own workload priorities and meet deadlines.
• Ability to work as part of an integrated multi-skilled team.
• Ability to gain respect by example and leadership.
• Able to work under pressure.
• Adaptable, innovative, forward thinking and resilient.
• A commitment to Primary Health Care and the NHS.

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

Elgar House Surgery

Address

Church Road

Redditch

Worcestershire

B97 4AB

Employer's website

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