Job responsibilities
Business Support
- General manager diary management, general administrative duties, minuting meetings.
- Practice manager group scheduling meetings, inviting nominated speakers, agenda circulation and minute taking.
- YHN Panel Support scheduling meeting, agenda circulation and minute taking.
- YHN Board meeting minutes Board level minute taking.
- Provide a primary point of contact during the day for YHN and EnA/Vaccination communication (phone, e-mail, in person) exhibiting high levels of customer service and professionalism.
- Administrate 'basic/simple' appointment adjustments or request for EnA/Vaccination patients in SystmOne or appropriately document and handover to the service reception team to follow up.
Building Management and Health and Safety Support
- Building management and maintenance, Portable Appliance Testing, tracking due dates and arranging maintenance contracts for equipment and services and regular updates as required.
Information, Communications and Technology
- Support effective and robust data security practices alongside the General Manager including the completion of the DSPT and appropriate handling of information access requests.
- Provide administration for TeamNet, providing support to YHN on the effective use of the platform and providing advice upon request to Practices.
- Ensure that Teamnet is maintained and updated for YHN specific areas and retention schedules are in place.
- Provide training and support to new members of staff using TeamNet.
- IT Provider liaison including providing appropriate access to the shared drive and maintaining the shared drive appropriately.
- Phone system management maintain, add, and removed users and ensure correct groupings. To set up and monitor the appropriate call circuits.
Social Media
- Maintain accounts for Twitter, Facebook, Linked in and Instagram.
- Generate content for social media platforms.
- Maintain and update website content as directed by the General Manager
Other Responsibilities
- Stationery and stock ordering as required.
- Room bookings for the clinical and non-clinical areas.
- Plan and organise social events and office engagement gatherings with approval from the General Manager.
- Organise and promote the Protected Learning Time, liaison with the ICB and Directors to agree the agenda, speakers and circulate the details. Booking venues and refreshments as required.
- Provide technical and administrative support at PLT events.
