Senior Administrator

Job description

Job responsibilities

Job Purpose

The Senior Administrator will provide high-level administrative and organisational support to the Practice Manager, ensuring the smooth and efficient running of the practice. The role will involve leading on key areas of administration, supporting compliance with NHS requirements, supervising staff where delegated, and contributing to service improvement initiatives.

Main Duties

To provide day-to-day administrative support to the Practice Manger, including correspondence and document preparation.

Ensure practice policies, procedures and protocols are maintained, up to date and accessible

Assist in preparing reports, audits and returns for NHS England, ICB, CQC and other regulatory bodies.

Support the Management team with workforce planning, rotas and staffing cover.

Monitor practice contracts, service level agreements and supplier arrangements including all premises annual maintenance visits.

Assist with basic financial administration such as processing invoices and supporting budget tracking.

Assist in the preparation and coordination of CQC inspections, clinical governance and quality improvement programmes.

Oversee the recruitment and selection of staff including contracts of employment and job descriptions.

Utilise support from external agencies to ensure employment law compliance for the disciplinary and dismissal process and after discussion with Executive Manager and Partners take any legal advice necessary

Ensure members of the existing staff team are aware of any changes, maintain good communication al all times with the team and foster good employee/employer relationships.

Responsibility for appropriate paperwork checks for doctors/staff including DBS and occupational health checks

Operational Responsibilities

Assist Management team with the day to day operations of the practice, ensuring staff achieve their primary responsibilities.

Ensure all staff have the appropriate level of training to enable them to carry out their roles and responsibilities effectively

Responsibility for information governance in conjunction with Caldicott GP Partner

Co-ordinating the procurement of practice equipment, supplies and services

Responsible for ensuring that all clinical and non-clinical equipment is serviced regularly and all statutory testing within the practice is carried out

Responsible for ensuring service contracts are in place and reviewed.

Management of estates and facilities including health and safety and risk assessments

Strategic Management and Planning

Work closely with Practice manager and appropriate members of team to ensure that the practice meets all quality indicators and targets (including Quality and Outcome Framework and Care Quality Commission).

Develop and maintain effective communication both within the practice and with relevant outside agencies

Information Management

To understand the use of the appointments system

To identify IT training and to develop the use of the Xero financial software

To ensure in conjunction with Management team that we are compliant with GDPR.

Ensure the DSP toolkit requirements are met

Oversee the digital presence and communications via the practice website, social media and SMS technology

Responsible for the practice response to online feedback such as from NHS choices and Google reviews seeking advice as appropriate.

Health and Safety

Identifying the risks involved in work activities and undertaking such activities in a way that manages risks.

Report potential risks identified

Equality and Diversity

The post-holder will support the equity, 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 polices 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 and rights.

Personal Development

To undertake training as required including mandatory and statutory training, core skills training and ongoing development.

To strive to maintain quality within the practice and to alert management to issues of quality or risk.

To effectively manage own time, workload and resources

To participate in practice appraisal scheme

To attend education and other meetings as required

To recognise and understand the roles and responsibilities of the whole primary care health team

To keep up to date with healthcare information and new healthcare policies and changes

Person Specification

Qualifications

Essential

• Good standard of education to include Maths and English (A to C or equivalent.

Desirable

• Supervisory Qualification or experience
• Information Technology qualification
• Educated to A level standard

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

New Hayesbank Surgery

Address

Bybrook

Kennington

Ashford

TN24 9JZ

Employer's website

https://www.hayesbankmedical.com/ (Opens in a new tab)