Operational Support Admin

Job description

Job responsibilities

Key Responsibilities

- Provide support to the Head of Operations and Operations Lead as required.

- Coordination of various monthly meetings (logistics, preparing and sending papers, taking minutes and action points, following up actions)

- Maintaining accurate and up-to-date information on Primary Care Networks and their member practices.

- Attending PCN Meetings as required taking notes and actions.

- Support the digital agenda, promote usage of digital services and serve as an important notification portal for the Primary Care Network member Practices

- Undertake key operational tasks as outlined by service leads and senior management team (SMT)

- Contribution to and submission of appropriate returns and reports as delegated by management to the relevant bodies.

- To undertake basic project management tasks.

- Document management e.g. production of proposals, briefing papers

- To maintain a risk and issues log

- To ensure a good working knowledge of national and local policies and procedures relating to Primary Care Networks.

- To support the sharing of best practices and learning across DGS Health and Primary Care Networks (PCNs).

- To ensure effective communication between DGS Health, PCNs and commissioners.

- To offer a high-quality customer experience for member PCNs as subscribers of the service.

- Master scheduling techniques, ensuring efficient coordination of appointments and managing calendars for healthcare providers.

- Learn to organise and maintain patient records, including data entry, updates, and confidentiality protocols.

- Understand the importance of providing excellent service to patients and stakeholders, addressing enquiries and concerns professionally, including call-handling skills

- Acquire knowledge of relevant healthcare regulations, policies, and procedures to ensure compliance with administrative tasks.

- Enhance collaboration with healthcare professionals, administrators, and support staff to ensure smooth operations.

- Adherence to CQC regulations and updating knowledge on all Health and Safety regulations to promote safe working

Clinical Support

- To support the wider team in day to day running of clinical services.

- Answering telephones and booking, rebooking, and cancelling patient appointments

- Responding to and processing patient referrals

- Publishing rotas and responding to requests from clinicians applying for work sessions.

- Managing referrals for multiple services with attention to detail and accuracy at all times

- Ensuring all equipment is available for clinicians to undertake their role safely and efficiently

- Accepting requests for work sessions via our platform Lantum

- Responding to emails/enquiries from clinicians and patients

- Checking clinicians documentation ensuring they meet all requirements.

- To support service mobilisation plans as required for delivery of new services.

- To provide administrative support to the Pharmacy Service and Long term condition clinics as required.

HR

- Undertaking administration of HR recruitment processes, such as following up on references, checking documentation and arranging interviews as requested.

- Develop and maintain local staff intranet teamnet

- Support planning for staff training and development and staff meetings.

- Posting jobs and maintaining accurate employee information

Finance

- Printing and saving invoices

- Raising invoices

- Checking Invoices against deliveries

- Credit control checking payments have been received and following up non or late payers.

Person Specification

Personal skills and atributes

Essential

• -Ability to prioritise and manage a high volume of tasks
• -Ability to work under pressure
• -To be a team player
• -Able to use initiative and work independently
• -To work in a manner which respects and abides by DGS Health confidentiality policies and Caldicott Principles
• -Basic IT Skills: Be proficient in using common office software like Microsoft Office Suite.
• -Critical thinking skills: The ability to work, and think clearly and rationally when situations arise.

Qualifications

Essential

• GCSE/Olevels (Grade A-C)

Experience

Essential

• -Experience working in a fast-paced environment in healthcare delivery

Desirable

• -Experience in primary care
• -Previous experience of EMIS Clinical Services and other organisational software such as APEX, Ardens, Lantum and AccuRx.

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

DGS Health LTD

Address

Rectory Cottage

Springhead Road

Gravesend

Kent

DA11 8HN