Job summary
An exciting opportunity has arisen for an experienced and highly capable Office Manager within Firs House Medical Partnership.
We are looking for a part-time,
permanent Office Manager to join our small friendly team, based at our branch surgery in Cottenham.
Overseeing the day to day management of Telegraph Street Surgery reporting to the Practice Manager, the post-holder would also be
expected to work closely with staff based at Firs House Surgery in nearby Histon.
The duties and responsibilities of this post are extremely varied and the post holder will be expected to support the Practice Manager in the running of a range of aspects of practice operations, including administrative and clinical systems, personnel, premises, and finances. This is an excellent opportunity to work in an interesting and diverse healthcare environment.
Main duties of the job
You will need excellent
organisational, communication and people skills, and be able to influence and
direct others constructively and maintain good team morale. You will have some
experience of management, be friendly and approachable and be able to deal with
any situation calmly and efficiently. You will have good judgment and be able
to work on your own initiative.
The post is part-time (25 hours
per week), Monday to Friday 09:00 a.m. to 15:00 hrs with an hour's lunch break. This role would be suitable for someone looking for school hours only. Salary will be within the
range £24,907- £28,275 (pro rata)depending on experience. We offer up to 6.6 weeks
holiday inc bank holidays (pro rata) and membership of the NHS
Pension Scheme.
About us
Caring for approximately 12,500 patients, we have a secure and sustainable practice with an excellent team spirit committed to excellent patient care.
We have a very active role in our community and are a member of the Cambridge Northern Villages PCN and we a Training Practice with an established reputation in the local health system.
Job description
Job responsibilities
Main Duties and Responsibilities
Lead, line manage and organise Coding
and Secretarial staff undertaking induction, training and quarterly appraisals
in addition to day to day support and management.
Ensure that work is carried out on
time, accurate, and in accordance with practice policy.
Promote effective teamwork, foster
high morale, and take a can-do positive approach, ensuring there is
continuous improvement in working practices and standards.
Organise work and delegate clearly and
appropriately.
Audit or collation of data as required,
including providing monthly reports to Practice Manager on the workload of the
team.
Administer the systems for annual
leave, sickness absence, TOIL and overtime, and maintain appropriate records
ensuring accurate information is submitted in time for payroll.
Support Management with surgery
financial reconciliation, managing the petty cash, cremation recoding and
invoicing, and staff welfare fund.
Check that any invoices raised by the
surgery are paid and chase up any outstanding payments.
Support Management with ICT software
installation across the administrative teams.
A EMIS Super User- Training practice
and attached staff in EMIS and lead on EMIS meetings and updates
Support Management with premises
maintenance including risk assessment and supervision of external maintenance
staff where needed.
Attend surgery meetings and minute
take where appropriate.
Lead on archiving within surgery
including logging and packing of documents, recoding on archive spreadsheet and
liaise with archiving provider for collection.
Co-ordinate surgery complaints
process, including logging, sending acknowledgement, liaising with management
and partners, and managing timeframes for responses.
Co-ordinate, log and feedback on
learning from Significant Events within the practice.
Co-ordinate SARs and AMRAs and process
patient record redactions, leading on liaison with third party copy provider.
Be responsible for recording Did Not
Attend (DNA) rates, and take appropriate action in line with Practice
Protocol.
Ensure the waiting area (including
practice notice boards) ensuring patient information is up to date and area
presents as welcoming and professional.
In liaison with the staff member
responsible, maintain adequate supplies of office stationery.
Maintain adequate supplies of office
refreshments.
Carry out delegated tasks and support
Practice Manager with preparation of practice documentation and projects.
Health &
Safety
Fulfil the role of Fire
Marshall including responsibility for carrying out monthly planned fire alarm
testing and ad-hoc unplanned fire drills.
Ensure that safe working practices are
followed in respect of COSHH and other Risk Assessment control measures. Follow
Health & Safety policies and guidelines, reporting incidents using
appropriate reporting systems.
Monitor work areas and practices to ensure
they are safe and free from hazards and carry out periodic inspections to
ensure buildings are safe and well maintained, providing a written report and
liaise with Practice Manager to resolve problems.
Liaise with staff to ensure any required
assessments are made (e.g. Display Screen Equipment, Eyesight Tests for
Computer use, Occupation Health assessments) and any required actions are
carried out or reasonable adjustments are made (e.g. for disabled staff).
Employees must comply with the
provisions of The Health and Safety at Work Act 1974 and must take reasonable
care for the health and safety of themselves and of other persons who may be
affected by their acts of omissions whilst at work. Employees are also required
to cooperate with their employer to enable them to perform or comply with any
statutory provisions. The Practices efforts to promote a safe and healthy
working environment can only succeed with the full cooperation of its
employees.
Other
Ensure appropriate and constructive
communication within the staff team and the wider practice team.
Communicate sensitively and
effectively with patients and carers, using active listening and adapting
communication style and method as necessary to meet their needs.
Undertake induction training and
further training (courses, in house, on line etc). Once competent take part in
training new staff, and undertake any further training as identified by the
Practice.
Attend meetings as requested.
Recognise personal and professional boundaries
and work within the Practice
To understand, comply with and promote
Practices safeguarding policy and procedures. It is the responsibility of all
employees to make the working environment safe and secure for all.
To maintain the confidentiality about
clients, staff and other Practice business. The work is of a confidential
nature and information gained must not be communicated to other persons except
in the recognised course of duty. The post holder must meet the requirements of
the Data Protection Act at all times.
To maintain awareness of risk and to
take personal responsibility for ensuring that the practice is not
unnecessarily exposed to risk. To report any issues or concerns relating to
risk and the effectiveness of the Practices risk management arrangements.
Work within, promote and implement the
practice confidentiality and information security policies and report to line
manager, or other appropriate person, in the event of awareness of bad
practice.
Where appropriate carry out tasks required as
part of special projects.
Undertake any other additional duties
appropriate to the post as requested by the partners, practice manager or
deputy practice manager.
DBS check will be required.
A full valid UK driving licence and access to a car on a daily basis
will be required.
Job description
Job responsibilities
Main Duties and Responsibilities
Lead, line manage and organise Coding
and Secretarial staff undertaking induction, training and quarterly appraisals
in addition to day to day support and management.
Ensure that work is carried out on
time, accurate, and in accordance with practice policy.
Promote effective teamwork, foster
high morale, and take a can-do positive approach, ensuring there is
continuous improvement in working practices and standards.
Organise work and delegate clearly and
appropriately.
Audit or collation of data as required,
including providing monthly reports to Practice Manager on the workload of the
team.
Administer the systems for annual
leave, sickness absence, TOIL and overtime, and maintain appropriate records
ensuring accurate information is submitted in time for payroll.
Support Management with surgery
financial reconciliation, managing the petty cash, cremation recoding and
invoicing, and staff welfare fund.
Check that any invoices raised by the
surgery are paid and chase up any outstanding payments.
Support Management with ICT software
installation across the administrative teams.
A EMIS Super User- Training practice
and attached staff in EMIS and lead on EMIS meetings and updates
Support Management with premises
maintenance including risk assessment and supervision of external maintenance
staff where needed.
Attend surgery meetings and minute
take where appropriate.
Lead on archiving within surgery
including logging and packing of documents, recoding on archive spreadsheet and
liaise with archiving provider for collection.
Co-ordinate surgery complaints
process, including logging, sending acknowledgement, liaising with management
and partners, and managing timeframes for responses.
Co-ordinate, log and feedback on
learning from Significant Events within the practice.
Co-ordinate SARs and AMRAs and process
patient record redactions, leading on liaison with third party copy provider.
Be responsible for recording Did Not
Attend (DNA) rates, and take appropriate action in line with Practice
Protocol.
Ensure the waiting area (including
practice notice boards) ensuring patient information is up to date and area
presents as welcoming and professional.
In liaison with the staff member
responsible, maintain adequate supplies of office stationery.
Maintain adequate supplies of office
refreshments.
Carry out delegated tasks and support
Practice Manager with preparation of practice documentation and projects.
Health &
Safety
Fulfil the role of Fire
Marshall including responsibility for carrying out monthly planned fire alarm
testing and ad-hoc unplanned fire drills.
Ensure that safe working practices are
followed in respect of COSHH and other Risk Assessment control measures. Follow
Health & Safety policies and guidelines, reporting incidents using
appropriate reporting systems.
Monitor work areas and practices to ensure
they are safe and free from hazards and carry out periodic inspections to
ensure buildings are safe and well maintained, providing a written report and
liaise with Practice Manager to resolve problems.
Liaise with staff to ensure any required
assessments are made (e.g. Display Screen Equipment, Eyesight Tests for
Computer use, Occupation Health assessments) and any required actions are
carried out or reasonable adjustments are made (e.g. for disabled staff).
Employees must comply with the
provisions of The Health and Safety at Work Act 1974 and must take reasonable
care for the health and safety of themselves and of other persons who may be
affected by their acts of omissions whilst at work. Employees are also required
to cooperate with their employer to enable them to perform or comply with any
statutory provisions. The Practices efforts to promote a safe and healthy
working environment can only succeed with the full cooperation of its
employees.
Other
Ensure appropriate and constructive
communication within the staff team and the wider practice team.
Communicate sensitively and
effectively with patients and carers, using active listening and adapting
communication style and method as necessary to meet their needs.
Undertake induction training and
further training (courses, in house, on line etc). Once competent take part in
training new staff, and undertake any further training as identified by the
Practice.
Attend meetings as requested.
Recognise personal and professional boundaries
and work within the Practice
To understand, comply with and promote
Practices safeguarding policy and procedures. It is the responsibility of all
employees to make the working environment safe and secure for all.
To maintain the confidentiality about
clients, staff and other Practice business. The work is of a confidential
nature and information gained must not be communicated to other persons except
in the recognised course of duty. The post holder must meet the requirements of
the Data Protection Act at all times.
To maintain awareness of risk and to
take personal responsibility for ensuring that the practice is not
unnecessarily exposed to risk. To report any issues or concerns relating to
risk and the effectiveness of the Practices risk management arrangements.
Work within, promote and implement the
practice confidentiality and information security policies and report to line
manager, or other appropriate person, in the event of awareness of bad
practice.
Where appropriate carry out tasks required as
part of special projects.
Undertake any other additional duties
appropriate to the post as requested by the partners, practice manager or
deputy practice manager.
DBS check will be required.
A full valid UK driving licence and access to a car on a daily basis
will be required.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent level of skills, knowledge and experience.
- Good standard of grammar and spelling in the English language.
- Excellent ICT skills, including familiarity with Microsoft Office software, particularly excel, and previous experience of working with databases.
- Knowledge of administrative and secretarial procedures and experience to deal with non-routine requests and issues.
Desirable
- Training or qualifications in management.
- Experience and/or qualification in Audio Typing
Experience
Essential
- At least 1 years experience of managing or supervising staff.
- Experience of giving feedback and training to improve staf performance.
- Experience working in General Practice, Public Sector or Healthcare Environment.
Desirable
- Experience of management of staff within General Practice.
- Experience of using a clinical system (EMIS/System One)
- Experience of using Xero Accounts System
Personal Competencies and Qualities
Essential
- Ability to communicate with patients, staff and other professionals.
- Good verbal, presentation and written skills and ability to communicate concisely and effectively.
- A motivational, proactive and problem solving approach.
- Excellent organisational skills and be able to work to deadlines.
- Commitment, determination and resilience.
- Able to act professionally at all times.
- Ability to deal with personal information sensitively and respect peoples right to strict confidentiality.
- Ability to work on your own initiative.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent level of skills, knowledge and experience.
- Good standard of grammar and spelling in the English language.
- Excellent ICT skills, including familiarity with Microsoft Office software, particularly excel, and previous experience of working with databases.
- Knowledge of administrative and secretarial procedures and experience to deal with non-routine requests and issues.
Desirable
- Training or qualifications in management.
- Experience and/or qualification in Audio Typing
Experience
Essential
- At least 1 years experience of managing or supervising staff.
- Experience of giving feedback and training to improve staf performance.
- Experience working in General Practice, Public Sector or Healthcare Environment.
Desirable
- Experience of management of staff within General Practice.
- Experience of using a clinical system (EMIS/System One)
- Experience of using Xero Accounts System
Personal Competencies and Qualities
Essential
- Ability to communicate with patients, staff and other professionals.
- Good verbal, presentation and written skills and ability to communicate concisely and effectively.
- A motivational, proactive and problem solving approach.
- Excellent organisational skills and be able to work to deadlines.
- Commitment, determination and resilience.
- Able to act professionally at all times.
- Ability to deal with personal information sensitively and respect peoples right to strict confidentiality.
- Ability to work on your own initiative.
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.
