Project Administrator

Job description

Job responsibilities

The role supports the on-going development and implementation of operating procedures and ensures that day-to-day and one-off ad hoc tasks are delivered to support the smooth running of the services.

Provide project support for existing and future projects of TPC particularly:

Supporting the Lung Health Check Project

Supporting the Dermatology and Minor Surgery GP service based within the Operational Support Team

Supporting the Enhanced Access Team

Undertake data analysis and assist with a range of service evaluation monitoring.

Engage with relevant clinicians for the services and stakeholder practices of the organisation and projects.

Assist Managers with collation and production of project documentation including project reports and presentations.

Develop and maintain databases and systems for monitoring and evaluation purposes.

Engage with internal stakeholders to present findings, recommendations and to deliver the actions agreed.

Propose changes to projects and services. Initiate work, informing policy and making recommendations for more effective delivery.

Support training of local staff as appropriate to improve service outcomes.

Visiting project sites as required ensuring they are running correctly in line with TPC policies and requirements. This will include auditing/updating manuals.

To provide support in the operations and contract management meetings.

Maintain a database of information relating to any incidents/issues with the services and support with the escalation of service user comments and complaints to the relevant individual within the provider organisations, following the processes.

Attendance at Committee meetings as relevant for governance purposes.

Develop and maintain effective team working and relationships with colleagues and other teams.

Undertake any other relevant activities which fall under the general scope of this role as directed.

Administration Tasks

Support the administrative tasks of services that include appointment and referral management for patients

Provide administrative support to Board and associated Committee meetings including agenda setting, room booking, calling for papers and minute taking and informing people of their follow-up action points. This will also be expected for other project meetings.

Support the Services Lead to maintain the complaints and significant events dashboard within the organisation.

Support the admin team in the day to day running of TPC ensuring compliance with relevant procedures and policies.

Be one of the initial point of contacts within the organisation dealing with telephone calls and e-mails, some of which are complex or contain sensitive information.

Responsible for developing and maintaining systems for storage and retrieval of information ensuring information is accessible to other members of the team.

To complete administration incidents/issues relating to business interruption for sign-off by the Services Lead on a weekly basis.

To manage and update all filing systems, ensuring all project policy files are kept up to date.

To create and develop new files and systems where appropriate.

Request and obtain updates from providers and escalate as appropriate.

To provide support to the Services Lead in responding to formalised complaints or requests.

To support the Services Lead in the preparation of papers and reports for the Management Board.

Deputise as required for Services Lead.

Ensure key regulatory policies and procedures are maintained ensuring CQC compliance.

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

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

Person Specification

Qualifications

Essential

• GCSE grade A to C (or equivalent) in English and Maths
• Evidence of a portfolio of knowledge, skills and professional development
• Knowledge of administrative procedures, project management or information/data analysis.
• Knowledge of SystmOne and other GP IT systems
• Ability to prioritise workload effectively
• Ability to use Microsoft Office (Word, PowerPoint, Excel).
• Ability to work with minimal supervision
• Able to make decisions autonomously
• Able to set up/manage effective document management systems
• Excellent organisational and
• Administrative skills
• Excellent organisational skills
• Knowledge of primary health care
• Previous Administrator and/or operational role
• Ability to analyse information, formulating this into reports and practical development plans
• Taking decisions within scope of role according to guidelines and protocols
• Problem solving and respond to sudden unexpected demands.
• Organise workload with minimal supervision working to tight and changing timescales.
• Ability to plan, manage, monitor and deliver activities to time and agreed specification.
• Ability to analyse and interpret data and report findings.
• Excellent communication, presentation and interpersonal skills.
• Experience of, and ability to,
• present and produce clear, accurate and concise minutes, action points and reports.
• Ability to communicate effectively with a wide range of stakeholders.
• Adaptable, flexible, and innovative approach to work
• Acts in ways that support equality, diversity and inclusion, including treating people with dignity and respect.
• Appreciate the need for confidentiality and discretion.
• Committed to accuracy and efficiency.
• Put patient care at the heart of the work you do to improve health care outcomes and service delivery.
• Deliver the highest standards and quality outcomes possible.

Desirable

• A levels or equivalent qualification/relevant experience
• Evidence of continuing personal development
• Project management qualification or equivalent experience
• Administration experience in a busy GP Practice
• Experience working in a health or social care setting.
• Experience of supporting and contributing to projects
• Problem solving skills.
• Experience of preparing and presenting information to a range of stakeholders
• Ability to manage wide and ever-changing workload building knowledge and understanding of new areas quickly.
• Ability to influence and negotiate.
• Ability to advise on the redirection of resources, given identified under/over performance.
• Good interpersonal and customer
• Service skills
• Good written presentation skills
• Encourage others to develop themselves and the services through improvement, innovation and continuous development.
• Joint working with others, e.g., patients & colleagues in the delivery of high-quality healthcare
• Build positive working relationships, respecting and valuing others, being helpful and inclusive.

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

Trust Primary Care Ltd

Address

The Ridge Medical Practice

Cousen Road

Bradford

BD7 3JX

Employer's website

http://www.trustprimarycare.co.uk/ (Opens in a new tab)