Senior Administrator/Admin Team Lead

New Dover Road Surgery

The closing date is 27 June 2021

Job overview

A new opportunity to join our friendly team as a senior administrator/administration team lead. You will be part of the management team, supporting the administrative staff and helping steer Practice development and planning.

You will have a range of responsibilities including:

  • workflow optimisation
  • coding and summarizing
  • project work
  • generating invoices based on activity
  • line management
  • supporting QOF and enhanced services work
  • help to provide basic IT support

You will have the opportunity to work independently, prioritising tasks where appropriate.

You will work as part of our knowledgeable admin team to ensure our Practice is maximising income, meeting targets and achieving our full potential, both as an independent surgery and as part of our wider PCN.

We are looking for someone to work 20 - 32 hours; hours and salary will be negotiable.

Main duties of the job

  • workflow optimization tasks, in order to manage incoming documents, code and highlight where necessary to GPs
  • provide support to the practice manager and senior administrator in project work, and in the running of key systems and procedures such as QOF, Enhanced Services, and Data Quality
  • supervise the administration team: be a port of call for escalated queries, undertake annual appraisals and performance management reviews and ensure rota cover
  • support the administrative team in summarizing patient records
  • make claims for enhanced service activities
  • form part of the senior management team: be involved in meetings and discussions about Practice future development and planning

  • undertake specific assigned tasks, project support, audits, or development work

  • provide basic level of IT support to staff

  • act as a role model, demonstrating and promoting the standards expected by the practice and creating energy and enthusiasm for the service

About us

We are a busy city-centre GP Practice with a close-knit team. Providing an excellent, individualised model of care to our varied patient population is at the heart of what we do.

We operate from a converted house which has a staff car park and is in easy walking distance to Canterbury city centre and bus station.

Our team consists of 6 GP Partners, a team of Practice Nurses, a team of receptionists and a small admin team, which we are looking to expand with this new role. The admin team are self-sufficient and experienced, but having an team lead will benefit our organisational structure, and provide an additional member of managerial staff to join the Partners, Practice Manager, Reception Manager and Nurse Manager.

We value teamwork and the contributions of every member of the team. We aim to provide a positive working environment, and always try to cater for individual needs where possible.

This is a new role which an experienced candidate will have the opportunity to help shape.

Job description

Job responsibilities

New Dover Road Surgery

JOB DESCRIPTION

JOB TITLE: Senior Administrator/Administration Team Lead

REPORTS TO: Practice Manager

HOURS: To be negotiated

OVERVIEW

The post-holder will work closely with, and under the direction of, the Practice Manager to improve standards across a wide range of business and administrative activity. They will play a leading role in the existing administration team to ensure duties are covered and staff are supported.

MAIN PURPOSES

  • To undertake workflow optimization tasks in order to manage incoming documents, code and highlight where necessary to the GPs
  • To provide support to the practice manager and senior administrator in project work, and in the running of key systems and procedures such as QOF, Enhanced Services, and Data Quality.
  • To supervise the administration team: be a port of call for escalated queries, undertake annual appraisals and performance management reviews and ensure rota cover, approving annual leave etc.
  • To support the administrative team in summarizing patient records, maintaining a high standard of quality and accuracy
  • To support the Practice Manager in making claims for enhanced service activities: run searches to check activity, submit invoices and declare achievements on the CQRS system
  • To form part of the senior management team: be involved in meetings and discussions about Practice future development and planning
  • To manage data quality issues, providing support and guidance to practice staff in the use of the clinical system to promote quality achievement.
  • To undertake specific assigned tasks, project support, audits, or development / change work which may arise from time to time.
  • The post-holder will need to become familiar with all functions of the clinical system and their applications, plus national and local quality standards for primary care.
  • To act as a role model, demonstrating and promoting the standards expected by the practice and generating energy and enthusiasm for the service.

The post holder will be aware of the various statutory requirements and will assist in implementation as directed by the practice manager. There is a need to work closely with reception and clinical staff to ensure the smooth running of the business, reporting any problems encountered to the practice manager.

Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the practice. It is the individuals responsibility to remain up to date with recent developments, especially all aspect of the GMS contract and national requirements and guidelines.

OTHER DUTIES AND RESPONSIBILITIES

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 keeping them free from hazards
  • Actively reporting 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
  • Demonstrate due regard for safeguarding and promoting the welfare of children.

Production of performance and quality information

To ensure that documentation (electronic and paper-based) exists to support performance standards across the full range of performance-based activity QOF, Enhanced Services etc.

To assist in the production of information for clinical audit.

To undertake ad-hoc work related to the performance of the practice under the guidance of the practice manager.

Data quality

To work within the clinical computer system to improve data quality, using the expertise of other data staff where appropriate.

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 recognizes 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 that 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.

This role is considered to be a developmental position and the jobholder will be encouraged to develop personal and business skills.

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 recognize the importance of effective communication within the team and will:

  • Communicate effectively with other team members.
  • Communicate effectively with patients and carers
  • Recognise peoples needs for alternative methods of communication and respond accordingly.

Most instruction and communication of activity will be via the practice manager.

External communication will be with patients, Clinical Commissioning Groups and other NHS bodies, and other GP practices and service providers.

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.
  • Acquire an overview of clinical services namely Enhanced Services and QOF

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.

Other Personal tasks

To provide support and training for current and new staff in resolving simple problem with PCs and printers.

To provide a personal secretarial role to the practice manager as required.

Control peripheral software packages, running updates, reports and associated administration, including invoicing and liaison with debtors, monitoring and control of cheques and cash, and the payment of invoices.

Become involved with key aspects of the practice managers workload and be able to respond to information requests and updates as necessary.

Be generally involved in the administration of a small business.

Notes

This is not intended to be an exhaustive list of responsibilities, and it is expected that the successful applicant will participate in a wide range of activities.

Person Specification

Personal Skills and Qualities

Essential

  • Good interpersonal and communication skills
  • Ability to work independently and as part of a wider team
  • Patient and able to conduct challenging conversations

Desirable

  • Ability to organise and lead others
  • Enthusiastic about General Practice and the development of our Surgery, its premises and staff

Experience

Essential

  • Must have experience working in General Practice administration and a good working knowledge of the current systems, structures and contractual obligations therein
  • Proficient in IT systems, including clinical systems, Microsoft Office programs including Excel, and able to provide basic level of IT support to help staff fix simple issues
  • Experience with clinical coding and a good knowledge of medical terminology
  • Understanding of QOF and enhanced services with a demonstrable knowledge of how these improve quality of patient care
  • Experience in building and running searches within a clinical IT system and able to interrogate the data

Desirable

  • Experience with EMIS Web and Docman 10
  • Workflow optimisation and Lloyd George record summarizing
  • Previous experience in a leadership role, including undertaking staff 1:1 and appraisal meetings
  • Background knowledge and understanding of Practice finances

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 Dover Road Surgery

Address

10 New Dover Road

Canterbury

Kent

CT1 3AP


Employer's website

https://www.newdoverroadsurgery.co.uk/

Date posted

02 June 2021

Pay scheme

Other

Salary

Negotiable

Contract

Permanent

Working pattern

Part-time, Home or remote working

Reference number

A4480-21-9558

Job locations

10 New Dover Road

Canterbury

Kent

CT1 3AP


Supporting documents

For help with your application, contact:

Rachel Mackey

r.mackey@nhs.net

01227462197

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