Office Administrator

Job description

Job responsibilities

Supporting the overarching Lakeside Healthcare (LH) strategy, this multi-faceted role works closely with and under the direction of the Deputy Operations Director and management team supporting the delivery of a compliant and effective business function and service across Exchange Court. This role is varied, interesting and supports the improvement of services for our patients and people.

This role plays a vital part in the smooth daily operations of Exchange Court. The individual will provide essential coordination and administrative support to uphold Lakeside Healthcare's governance processes, working closely with the senior management team.

Key Responsibilities

Provide comprehensive support to the Exchange Court site team for administrative and operational tasks.

Administrative support and management of systems and processes related to governance and compliance.

Act as a key and initial contact point for the Exchange Court team.

Support other LH Practices with compliance, Health and Safety and problem solving.

DUTIES & AREAS OF RESPONSIBILITIES

Office Management

Day to day management of the office to include coordination and troubleshooting of IT, ordering of supplies, liaison with external suppliers e.g. cleaning company, health and safety auditors etc.

Supporting the Business Manager with meeting room management and organisation, Minute taking, general correspondence and administration.

Monitor the cleaning contract and standards.

Support the team, as appropriate with general administrative duties.

Contribute to all new starters induction ensuring all IT requirements are in place.

Compliance:

Assist, coordinate, and undertake where appropriate, routine audit check processes to ensure compliance is demonstrated and evidenced.

Coordinate external training and monitor mandatory training uptake to ensure individuals are compliant against LH Policies.

Communication

Act as a key and initial contact point for the Exchange Court team.

Demonstrate excellent administration, communication & IT skills.

Confident to liaise effectively and to develop excellent working relationships with a wide range of individuals.

Able to work with the minimum of supervision and prioritise tasks independently in order to meet deadlines.

Support existing and develop improved document management systems and processes.

Support the management team to ensure major operational changes are communicated across the team effectively.

Attend key team meetings, produce and distribute minutes.

Information Technology & Systems:

To have an overall understanding of all IT systems in the building including phones.

Understand and monitor security and fire systems.

Support implementation and maintenance of all associated requirements, upgrades, security and services supporting the practices IT systems.

To become expert in all aspects of clinical and compliance systems and be able to train other users, both clinical and non-clinical, in the best use of the system.

Act as a central source of information.

Finance and Ordering Systems

Responsible for ordering all supplies and consumables ensuring best price is always achieved.

To ensure that purchase order systems are adhered to and signed off for all aspects of purchasing.

To ensure that all finance processes relating to petty cash, invoices and patient payments are processed in line with the needs of the organisation.

Work collaboratively with the finance team to ensure any issues are resolved efficiently.

Other Tasks

Undertake such other duties that are required commensurate with the role as delegated to by the Deputy Operations Director

Person Specification

Experience

Essential

• Previous experience in an administration role.
• Experience of arranging meetings.
• Experience of minute taking.

Desirable

• Knowledge and experience of working with GP Practices CCG councils or GP Federations.

Qualifications

Essential

• Good basic education to GCSE standard or equivalent.

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

Lakeside Healthcare Group

Address

Unit 1 Exchange Court

Cottingham Road

Corby

NN17 1TY

Employer's website

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