Senior Medical Administrator

Priory Medical Centre

Information:

This job is now closed

Job summary

Senior Medical Administrator - Full / Part Time

We require a Senior Medical Administrator to join our friendly, hardworking & capable administration team who provide key support to our clinical teams.

Our practice is made up of a clinical team comprising 5 GP Partners, 10 Salaried GP's, 2 Advanced Nurse Practitioners, 6 Practice Nurses & 3 Health Care Assistants. We also have a non clinical team compromised of the following; Operations Team (3), Reception Team (11), Admin Team (5) & Secretary Team (3). This post will sit within the Admin Team and will support our clinical team provide care to 19,100 patients within Warwick.

Priory Medical Centre is a town centre located GP surgery housed in brand new purpose built premises. These new premises create a light, spacious environment for both patients & staff alike.

We are a teaching practice with a regular allocation of trainees, we also demonstrate strong performance in QOF, CQC reports, and have a good dashboard and funnel chart measures within our ICB area. We are also a forward thinking practice & like to develop and move forward.

Main duties of the job

Job Summary:

Oversee the efficient function of the administration office (excluding secretarial), ensuring all administration duties are performed effectively and to the required standard, and escalating concerns to the Operations Manager.

Job responsibilities:

  • Oversee the administration services of the practice, ensuring staff achieve their primary responsibilities
  • Reviewing and updating all administration processes as required
  • Attend weekly manager meeting, and then update the team on all relevant information
  • Train all new members of the administration team
  • Manage Cytology programme
  • Manage and process childhood immunisations data
  • Closure of Quarter reconciling data against local NHS
  • Assist Executive Director with monthly PPA claims
  • Oversee and manage the OOA process
  • All invoice and finance reconciliation relating to adminstrative activities
  • Lead administrator for Safeguarding & Child Protection
  • MCCD / Cremation forms and invoicing
  • Process non responder cytology and disclaimers
  • Oversee the swift and safe flow of pathology links into the practice and onto clinicians, paying particular attention to annual leave, sickness and out of office occasions
  • All other administration duties as part of the adminstration role
  • Maintain a tidy and well organised office and work station

About us

Our practice is made up of a clinical team comprising 5 GP Partners, 10 Salaried GP's, 2 Advanced Nurse Practitioners, 6 Practice Nurses & 3 Health Care Assistants. We also have a non clinical team compromised of the following; Operations Team (3), Reception Team (11), Admin Team (5) & Secretary Team (3). This post will sit within the Admin Team and will support our clinical team provide care to 19,100 patients within Warwick.

Our non clinical team (which this post will be part of) is compromised of the Operations Team (3), Reception Team (10), Admin Team (6) & Secretary Team (3).

The practice are active within our PCN & GP Federation, and regularly work collaboratively with our practices within the PCN.

We have recently relocated into purpose built, spacious premises in June 2021 offering a light, spacious, collaborative & pleasant working environment for all staff.

Date posted

11 May 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A2875-23-0000

Job locations

Cape Road

Warwick

Warwickshire

CV34 4UN


Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: Senior Medical Administrator

REPORTS TO: Operations Manager

HOURS: Full / Part time

Job Summary:

Oversee the efficient function of the administration office (excluding secretarial), ensuring all administration duties are performed effectively and to the required standard, and escalating concerns to the Operations Manager.

Job responsibilities:

  • Oversee the administration services of the practice, ensuring staff achieve their primary responsibilities
  • Reviewing and updating all administration processes as required
  • Attend weekly manager meeting, and then update the team on all relevant information
  • Train all new members of the administration team
  • Manage Cytology programme
  • Manage and process childhood immunisations data
  • Closure of Quarter reconciling data against local NHS
  • Assist Executive Director with monthly PPA claims
  • Oversee and manage the OOA process
  • All invoice and finance reconciliation relating to adminstrative activities
  • Lead administrator for Safeguarding & Child Protection
  • MCCD / Cremation forms and invoicing
  • Process non responder cytology and disclaimers
  • Oversee the swift and safe flow of pathology links into the practice and onto clinicians, paying particular attention to annual leave, sickness and out of office occasions
  • All other administration duties as part of the adminstration role
  • Maintain a tidy and well organised office and work station

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

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

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 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:

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
  • 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 recognise the importance of effective communication within the 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

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: Senior Medical Administrator

REPORTS TO: Operations Manager

HOURS: Full / Part time

Job Summary:

Oversee the efficient function of the administration office (excluding secretarial), ensuring all administration duties are performed effectively and to the required standard, and escalating concerns to the Operations Manager.

Job responsibilities:

  • Oversee the administration services of the practice, ensuring staff achieve their primary responsibilities
  • Reviewing and updating all administration processes as required
  • Attend weekly manager meeting, and then update the team on all relevant information
  • Train all new members of the administration team
  • Manage Cytology programme
  • Manage and process childhood immunisations data
  • Closure of Quarter reconciling data against local NHS
  • Assist Executive Director with monthly PPA claims
  • Oversee and manage the OOA process
  • All invoice and finance reconciliation relating to adminstrative activities
  • Lead administrator for Safeguarding & Child Protection
  • MCCD / Cremation forms and invoicing
  • Process non responder cytology and disclaimers
  • Oversee the swift and safe flow of pathology links into the practice and onto clinicians, paying particular attention to annual leave, sickness and out of office occasions
  • All other administration duties as part of the adminstration role
  • Maintain a tidy and well organised office and work station

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

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

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 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:

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
  • 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 recognise the importance of effective communication within the 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

Person Specification

Qualifications

Essential

  • GCSE grade A - D in English & Maths

Desirable

  • Administrator based qualification

Additional Skills / Qualities

Essential

  • Team worker
  • Problem solver
  • Good written & verbal communication
  • Good time management skills
  • Good IT skills

Desirable

  • Ability to communicate with various agencies regarding sensitive matters

Experience

Essential

  • Experience providing administrative support to a team
  • Experience of working with IT & technology based systems
  • Experience of working without direction
  • Experience of working in a team environment
  • Experience of problem solving

Desirable

  • Experience of working in primary care
  • Experience of working in a GP practice
  • Experience of EMIS
  • Experience of Docman
Person Specification

Qualifications

Essential

  • GCSE grade A - D in English & Maths

Desirable

  • Administrator based qualification

Additional Skills / Qualities

Essential

  • Team worker
  • Problem solver
  • Good written & verbal communication
  • Good time management skills
  • Good IT skills

Desirable

  • Ability to communicate with various agencies regarding sensitive matters

Experience

Essential

  • Experience providing administrative support to a team
  • Experience of working with IT & technology based systems
  • Experience of working without direction
  • Experience of working in a team environment
  • Experience of problem solving

Desirable

  • Experience of working in primary care
  • Experience of working in a GP practice
  • Experience of EMIS
  • Experience of Docman

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

Priory Medical Centre

Address

Cape Road

Warwick

Warwickshire

CV34 4UN


Employer's website

https://www.priorymed.nhs.uk (Opens in a new tab)


Employer details

Employer name

Priory Medical Centre

Address

Cape Road

Warwick

Warwickshire

CV34 4UN


Employer's website

https://www.priorymed.nhs.uk (Opens in a new tab)


For questions about the job, contact:

Operations Manager

Vicki McAndrew

vicki.mcandrew@priorymed.nhs.uk

01926621655

Date posted

11 May 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A2875-23-0000

Job locations

Cape Road

Warwick

Warwickshire

CV34 4UN


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