Job summary
We are an 11,000 patient
dispensing and training GP Surgery in a semi rural area close to Reading. 7x GPs, 1 x Registrar, Nursing Team, Paramedics, In-house Dispensary and over 20 support staff.
We are seeking a part time Office
Manager to assist our Practice Manager in delivering organisational objectives.
The main focus of the role
will be the preparation of administrative tasks, dealing with I.T. issues, health
and safety, HR and premises maintenance.
The ideal candidate will have
excellent organisational skills, I.T. proficiency and be an effective
communicator.
We offer NHS Pension, free parking & Social Functions
Main duties of the job
Administrative Management (including HR - staff welfare, staff training, staff appraisals, staff recruitment, line manage HoD's). Arrange, chair and minute meetings. Deal with all incoming complaints/concerns & significant events etc. Review and update Practice Policies.
Facilities Management
H&S
IT/Telephone System/Website
Procurement
Work with the Practice Participation Group (PPG)
Carry out work for and cover for Practice Manager (when applicable)
About us
We are an 11,000 patient dispensing and training GP Surgery in a semi rural area close to Reading. 7x GPs, 1 x Registrar, Nursing Team, Paramedics, In-house Dispensary and over 20 support staff.
We offer NHS Pension, free parking &Social Functions
Job description
Job responsibilities
Administrative Management
Deal with all staff welfare issues (including sickness/training/appraisals)
Deal with all staff recruitment (including initial IT set up)
Arrange & chair meetings (take minutes)
Line manage HoDs
Deal with all incoming complaints/comments/concerns
Deal with all significant events (ensuring they are recorded correctly)
H&S/cleaning/maintenance (shared with PM)
Carry out any work requested via the PPG
Review all practice policies/ensuring surgery & staff adhere
Deal with all IT/Telephone system issues EMIS/all hardware/telephone (shared with PM)
Keep Website/Media screen up to date
Process patient Invites letters (healthcare/cervical screening checks)
Assist in all procurements/surgery provisions both Medical & Non Medical
Assist Admin Assistant with GPs/Nurses appointments set up, annual leave/meetings/mail merges/amendments/deductions/room allocation procedures when on Annual Leave.
External relations and actions
- Take an active role in working with colleague Practices in local ICB.
- Assist in ensuring the Practice meets targets agreed by the ICB.
Facilities Management (with Management Team)
- Ensure value for money is achieved in the purchasing of consumables and capital items.
- Maintain the premises to a safe standard. Complying with all building regulations.
- Ensure capital equipment and appliances are maintained to comply with PMS contract requirements and all relevant legislation.
- Ensure contractors undertaking maintenance tasks are adequately insured and qualified for the task.
Health and Safety Management
- Ensure Practice premises and work systems comply with the requirements of the Health and Safety at Work etc Act 1974 and all other relevant safety legislation.
Information Technology (with Management Team)
- Act as administrator for the Practice website updating information as and when necessary
- Troubleshoot any hardware and software issues as they arise. Reach a local solution wherever possible and when not initiate helpdesk support immediately.
- Ensure the surgery telephone system is maintained in good working order. Fix problems if they arise and liaise with support desk as and when necessary.
- Manage the surgery Intranet. Ensuring it is up-to-date and accessible to all clinicians
Cover
- Cover for the Management Team in their absence.
Developments and change
- This job description reflects the current requirements of the surgery and the post. It may be subject to change from time to time. Proposed changes will be discussed with the post holder.
Health & Safety
The post holder is required to take reasonable care of his/her own health and safety and that of other persons who may be affected by his/her own acts or omissions.
To assist Mortimer Surgery in reducing healthcare associated infections and maintaining high levels of infection control you should be familiar with the surgerys IPC policy.
You must either complete online mandatory training or attend the in house annual IPC update.
You must be compliant with all standards relevant to your department at all times.
You are responsible for keeping your work area clean and tidy.
Job description
Job responsibilities
Administrative Management
Deal with all staff welfare issues (including sickness/training/appraisals)
Deal with all staff recruitment (including initial IT set up)
Arrange & chair meetings (take minutes)
Line manage HoDs
Deal with all incoming complaints/comments/concerns
Deal with all significant events (ensuring they are recorded correctly)
H&S/cleaning/maintenance (shared with PM)
Carry out any work requested via the PPG
Review all practice policies/ensuring surgery & staff adhere
Deal with all IT/Telephone system issues EMIS/all hardware/telephone (shared with PM)
Keep Website/Media screen up to date
Process patient Invites letters (healthcare/cervical screening checks)
Assist in all procurements/surgery provisions both Medical & Non Medical
Assist Admin Assistant with GPs/Nurses appointments set up, annual leave/meetings/mail merges/amendments/deductions/room allocation procedures when on Annual Leave.
External relations and actions
- Take an active role in working with colleague Practices in local ICB.
- Assist in ensuring the Practice meets targets agreed by the ICB.
Facilities Management (with Management Team)
- Ensure value for money is achieved in the purchasing of consumables and capital items.
- Maintain the premises to a safe standard. Complying with all building regulations.
- Ensure capital equipment and appliances are maintained to comply with PMS contract requirements and all relevant legislation.
- Ensure contractors undertaking maintenance tasks are adequately insured and qualified for the task.
Health and Safety Management
- Ensure Practice premises and work systems comply with the requirements of the Health and Safety at Work etc Act 1974 and all other relevant safety legislation.
Information Technology (with Management Team)
- Act as administrator for the Practice website updating information as and when necessary
- Troubleshoot any hardware and software issues as they arise. Reach a local solution wherever possible and when not initiate helpdesk support immediately.
- Ensure the surgery telephone system is maintained in good working order. Fix problems if they arise and liaise with support desk as and when necessary.
- Manage the surgery Intranet. Ensuring it is up-to-date and accessible to all clinicians
Cover
- Cover for the Management Team in their absence.
Developments and change
- This job description reflects the current requirements of the surgery and the post. It may be subject to change from time to time. Proposed changes will be discussed with the post holder.
Health & Safety
The post holder is required to take reasonable care of his/her own health and safety and that of other persons who may be affected by his/her own acts or omissions.
To assist Mortimer Surgery in reducing healthcare associated infections and maintaining high levels of infection control you should be familiar with the surgerys IPC policy.
You must either complete online mandatory training or attend the in house annual IPC update.
You must be compliant with all standards relevant to your department at all times.
You are responsible for keeping your work area clean and tidy.
Person Specification
Experience
Essential
- Experience of working within an Administrative Role
- Experience of working within a Team
Desirable
- Experience of working in a GP Practice
Qualifications
Essential
- High Level GCSE in English & Maths
Person Specification
Experience
Essential
- Experience of working within an Administrative Role
- Experience of working within a Team
Desirable
- Experience of working in a GP Practice
Qualifications
Essential
- High Level GCSE in English & Maths
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
