Job summary
The post holder will be responsible for the
day-to-day management of the administrative function within the Operational
Services Team.
The post holder will provide higher level
administration support and service co-ordination across the Operational
Services Team contracts.
The post holder will contribute to the planning and
delivery of contracts and will support the improvement of processes and
procedures to ensure effective contract delivery.
The post holder will need to demonstrate the ability
to work collaboratively with administrative staff as well as clinical
colleagues to facilitate effective and integrated clinical care.
The post holder will need to respond to and resolve
challenging operational issues decisively and effectively and meet performance
targets and deliver to tight deadlines whilst efficiently managing a complex
and changing workload. An eye for detail whilst working under pressure is
essential, as is having a good grasp of data and information whilst simultaneously
providing proactive, confident, and visible leadership to the Operational
Services Team Administrators.
Main duties of the job
Duties may be varied from time to time under the direction of the Operational Services Manager dependent on current and evolving Nimbuscare contracts:
To have direct line management responsibility for the Operational Services Administrators including 121s, annual appraisal reviews, absence, annual leave and performance related issues
To work with and support the Operational Services Administrators in undertaking tasks and referrals on S1
Ensure effective processes and procedures are in place to support the monitoring and tracking of performance and recording of activity
To be responsible for the effective operation of all administrative functions, managing issues efficiently and escalating concerns appropriately
On a day-to-day basis manage and prioritise own workload to ensure tasks are completed effectively and ensure deadlines are met with minimum supervision
Be flexible with the workload and demands of the service and be able to manage conflicting deadlines whilst working proactively
- Recognise and work within own competence.
- Provide administrative support with monthly reporting submissions
About us
Nimbuscare is one of the largest at scale providers of primary care in
the North of England, caring for more than 250,000 patients across our 11
Member GP Practices.
We work collaboratively across the York area delivering new, innovative
and sustainable health care services.
As leaders in local care, our goal is to work together across the health
and care system to improve the health, wellbeing and experience of our
patients.
To learn more about Nimbuscare please visit our website at
www.nimbuscare.co.uk
In line with the General Data Protection Regulation (GDPR), Nimbuscare
will use and hold your personal data for the intended purpose.
We are committed to safeguarding the welfare of children/vulnerable
adults and expect the same commitment from all staff and volunteers.
Job description
Job responsibilities
Operational Services Co-Ordinator
Job Summary:
The post holder will be responsible for the day-to-day management of the administrative function within the Operational Services Team.
The post holder will provide higher level administration support and service co-ordination across the Operational Services Team contracts.
The post holder will contribute to the planning and delivery of contracts and will support the improvement of processes and procedures to ensure effective contract delivery.
The post holder will need to demonstrate the ability to work collaboratively with administrative staff as well as clinical colleagues to facilitate effective and integrated clinical care.
The post holder will need to respond to and resolve challenging operational issues decisively and effectively and meet performance targets and deliver to tight deadlines whilst efficiently managing a complex and changing workload. An eye for detail whilst working under pressure is essential, as is having a good grasp of data and information whilst simultaneously providing proactive, confident, and visible leadership to the Operational Services Team Administrators.
Main Duties and Responsibilities:
Duties may be varied from time to time under the direction of the Operational Services Manager dependent on current and evolving Nimbuscare contracts:
To have direct line management responsibility for the Operational Services Administrators including 121s, annual appraisal reviews, absence, annual leave and performance related issues
To work with and support the Operational Services Administrators in undertaking tasks and referrals on SystmOne
Ensure effective processes and procedures are in place to support the monitoring and tracking of performance and recording of activity
To be responsible for the effective operation of all administrative functions, managing issues efficiently and escalating concerns appropriately
On a day-to-day basis manage and prioritise own workload to ensure tasks are completed effectively and ensure deadlines are met with minimum supervision
Be flexible with the workload and demands of the service and be able to manage conflicting deadlines whilst working proactively
- Recognise and work within own competence.
- Provide administrative support with monthly reporting submissions
Business responsibilities:
- Maintain ethos and culture of Nimbuscare Limited.
- Positively promote Nimbuscare Limited both in and out of the workplace
- Attend educational and staff meetings as requested.
To support the introduction of new working processes to optimise quality.
- To build and maintain relationships with relevant personnel
Learning and development:
You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:
- Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.
- Make effective use of learning opportunities within and outside the workplace
- Undertake mandatory and statutory training as required.
Team working:
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
- Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
- Participate in team activities that create opportunities to improve patient care.
- 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.
Confidentiality:
To understand and be aware of the confidentiality of information gained during the course of your duties, which may include access to personal information relating to clients, patients and members of staff. It is expected that you understand the importance of treating information in a discreet and confidential manner.
Health & Safety:
- 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 free from hazards.
- Reporting potential risks identified.
Equality and Diversity:
- To actively support equality, diversity and inclusion and ensure that all work colleagues, patients and staff are valued and treated with dignity and respect.
Quality:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Effectively manage own time, workload and resources.
- Work within own limitations and experience.
- Be aware of and co-operate with audit.
- Work effectively with individuals in other agencies to meet patients needs.
- Portray a professional image at all times.
Communication:
- Communicate effectively with colleagues, patients and external parties
- Recognise and have awareness of peoples needs for alternative methods of communication and respond accordingly.
Other:
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested by the Operational Services Manager.
Job description
Job responsibilities
Operational Services Co-Ordinator
Job Summary:
The post holder will be responsible for the day-to-day management of the administrative function within the Operational Services Team.
The post holder will provide higher level administration support and service co-ordination across the Operational Services Team contracts.
The post holder will contribute to the planning and delivery of contracts and will support the improvement of processes and procedures to ensure effective contract delivery.
The post holder will need to demonstrate the ability to work collaboratively with administrative staff as well as clinical colleagues to facilitate effective and integrated clinical care.
The post holder will need to respond to and resolve challenging operational issues decisively and effectively and meet performance targets and deliver to tight deadlines whilst efficiently managing a complex and changing workload. An eye for detail whilst working under pressure is essential, as is having a good grasp of data and information whilst simultaneously providing proactive, confident, and visible leadership to the Operational Services Team Administrators.
Main Duties and Responsibilities:
Duties may be varied from time to time under the direction of the Operational Services Manager dependent on current and evolving Nimbuscare contracts:
To have direct line management responsibility for the Operational Services Administrators including 121s, annual appraisal reviews, absence, annual leave and performance related issues
To work with and support the Operational Services Administrators in undertaking tasks and referrals on SystmOne
Ensure effective processes and procedures are in place to support the monitoring and tracking of performance and recording of activity
To be responsible for the effective operation of all administrative functions, managing issues efficiently and escalating concerns appropriately
On a day-to-day basis manage and prioritise own workload to ensure tasks are completed effectively and ensure deadlines are met with minimum supervision
Be flexible with the workload and demands of the service and be able to manage conflicting deadlines whilst working proactively
- Recognise and work within own competence.
- Provide administrative support with monthly reporting submissions
Business responsibilities:
- Maintain ethos and culture of Nimbuscare Limited.
- Positively promote Nimbuscare Limited both in and out of the workplace
- Attend educational and staff meetings as requested.
To support the introduction of new working processes to optimise quality.
- To build and maintain relationships with relevant personnel
Learning and development:
You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:
- Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.
- Make effective use of learning opportunities within and outside the workplace
- Undertake mandatory and statutory training as required.
Team working:
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
- Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
- Participate in team activities that create opportunities to improve patient care.
- 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.
Confidentiality:
To understand and be aware of the confidentiality of information gained during the course of your duties, which may include access to personal information relating to clients, patients and members of staff. It is expected that you understand the importance of treating information in a discreet and confidential manner.
Health & Safety:
- 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 free from hazards.
- Reporting potential risks identified.
Equality and Diversity:
- To actively support equality, diversity and inclusion and ensure that all work colleagues, patients and staff are valued and treated with dignity and respect.
Quality:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Effectively manage own time, workload and resources.
- Work within own limitations and experience.
- Be aware of and co-operate with audit.
- Work effectively with individuals in other agencies to meet patients needs.
- Portray a professional image at all times.
Communication:
- Communicate effectively with colleagues, patients and external parties
- Recognise and have awareness of peoples needs for alternative methods of communication and respond accordingly.
Other:
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested by the Operational Services Manager.
Person Specification
Experience
Essential
- Experience in managing a team
- Experience of working within the NHS or Primary Care.
- Experience in working with SystmOne
- Ability to work to high standards of accuracy
- Excellent attention to detail
- Good numeracy, administrative and organisational skills
- Computer literate with experience using Outlook, Excel and Word
- Excellent customer service skills
- Excellent telephony skills
- Understand and observe strict confidentiality
- Ability to meet targets and deadlines
Desirable
- Experience in processing referrals and use of Gateway
Competencies, qualities and attributes
Essential
- Competent in using Microsoft Office
- Ability to work well under pressure
- Able to work as part of a team
- Able to use own initiative and be pro-active
- Self motivated, enthusiastic, approachable and accessible
- Ability to listen and empathise
- Hard working and willing
- Flexible and adaptable, able to work according to changing need
- Enthusiastic
- Commitment to professional / personal development
Qualifications
Essential
- Level 2 Maths and English or equivalent (GCSE Grade C or Grade 4 or above)
Desirable
- NVQ Level 3 or similar in Business Administration or Office Practice.
Other
Essential
- Flexibility of hours for cover
- Hold a current, clean and valid driving licence
Person Specification
Experience
Essential
- Experience in managing a team
- Experience of working within the NHS or Primary Care.
- Experience in working with SystmOne
- Ability to work to high standards of accuracy
- Excellent attention to detail
- Good numeracy, administrative and organisational skills
- Computer literate with experience using Outlook, Excel and Word
- Excellent customer service skills
- Excellent telephony skills
- Understand and observe strict confidentiality
- Ability to meet targets and deadlines
Desirable
- Experience in processing referrals and use of Gateway
Competencies, qualities and attributes
Essential
- Competent in using Microsoft Office
- Ability to work well under pressure
- Able to work as part of a team
- Able to use own initiative and be pro-active
- Self motivated, enthusiastic, approachable and accessible
- Ability to listen and empathise
- Hard working and willing
- Flexible and adaptable, able to work according to changing need
- Enthusiastic
- Commitment to professional / personal development
Qualifications
Essential
- Level 2 Maths and English or equivalent (GCSE Grade C or Grade 4 or above)
Desirable
- NVQ Level 3 or similar in Business Administration or Office Practice.
Other
Essential
- Flexibility of hours for cover
- Hold a current, clean and valid driving licence
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.
