Job summary
The Primary Care Extended Access Team requires a confidential administrative assistant who can work flexibly and efficiently. The Operational Support Officer will support the team with various tasks and help them deliver a high-quality service that meets operational needs. The Operational Support Officer will be part of a dynamic and collaborative team that works well together.
The role involves managing one's own workload independently and efficiently to meet deadlines, with guidance from the Extended Hours Service Manager and Head of Primary Care Development. The main duties include, creating and managing staff rotas, communicating with staff members and practices, taking minutes of meetings, sending meeting invitations, preparing agendas, and providing general administrative support.
Main duties of the job
The post holder will provide confidential administrative support to the Extended Hours Team as required. The post holder will be expected to work as part of a dynamic team in delivering an effective service assisting the team as required ensuring service meets operational needs.
The post holder will manage their own workload on a day-to-day basis to action and prioritise work to meet deadlines, with support of the Extended Hours Service Manager and Head of Primary Care Development. Day to day responsibilities will include, managing rotas, liaising with staff members and practices, minuting meetings, sending out meeting invites, organising agendas and general admin support.
This postholder will be required to have flexible working hours approach to deal with operation service queries from clinical and none-clinical staff. The postholder will work with the Admin Manager covering Monday Sunday Extended Access Hub operational hours (18:00-20:00 Monday Sunday).
About us
Tower Hamlets GP Care Group (The Care Group) was incorporated as a community interest company limited by shares in September 2014. Every general practice in Tower Hamlets owns one share of £1. The Care Group was formed to manage borough level contracts on behalf of the practices, deliver primary care led services and support general practices, and to be the provider voice of primary care in the wider health and social care system.
Read up more about Tower Hamlets here: http://www.towerhamlets.is/
The Care Group is also a member of Tower Hamlets Together, a place-based integrated partnership, which includes Bart's Health, East London NHS Foundation Trust, the London Borough of Tower Hamlets and the Council for Voluntary Services.
The key priorities for the Care Group are:
- Innovation and support for primary care
- Being a great place to work
- Integrating primary and community care
- Providing of high-quality cost-effective care to local people
- Influencing improvements in health outcomes
Job description
Job responsibilities
Main duties and responsibilities
- Production of the rotas for all Hub sites, allocation of information to the team ensuring equity, linking with the performance team to ensure performance data for all services is available for the PCNs.
- To arrange and attend meetings including preparation and circulation of all associated papers / documentation, minute taking including specifying decisions made and any action points for subsequent approval by the senior member of the group. Responsible for taking forward allocated action points and follow-up on any others to ensure parties are aware of and working towards completion timescales.
- The post-holder will need to use their initiative and judgement to determine those matters which should be brought to the attention of senior managers and those which can be progressed independently.
- The post holder may communicate daily via verbal, electronic, and written communications, with all levels of staff internally and externally. The information provided and received is often of a complex, sensitive and confidential nature.
- To ensure deadlines are accomplished by managing a contact database, booking appointments, sourcing, and gathering information so that the flow of work is prioritised.
- Create EMIS user login and Tquest, assign smartcard RA profile to users and keep track of all users.
- To provide a comprehensive administrative service to ensure smooth operation of the Clinical Governance/processes.
- Keep up to date staff records, check all STAT & Mandatory training is up to date.
- Post-holder will be required to visit site as and when needed during or out Extended Hours Hub operational time.
- Liaise with Tower Hamlets GP practices and contract holders to organise timely sample pickups for all the practices.
- Support the admin manager to coordinate Tower Hamlets Sample Pick-up Routes for all 34practices between 11am 8pm, check invoices against routes and any delays/non pick-ups/complaints.
- To be responsible for the preparation, collation and dissemination of correspondence and papers as necessary.
- To process incoming mail, log, make recommendations including drafting correspondence in response to incoming mail, photocopy, collate and circulate/distribute documentation/correspondence as appropriate.
- Maintain confidentiality and sensitivity of complex and sensitive information.
Job description
Job responsibilities
Main duties and responsibilities
- Production of the rotas for all Hub sites, allocation of information to the team ensuring equity, linking with the performance team to ensure performance data for all services is available for the PCNs.
- To arrange and attend meetings including preparation and circulation of all associated papers / documentation, minute taking including specifying decisions made and any action points for subsequent approval by the senior member of the group. Responsible for taking forward allocated action points and follow-up on any others to ensure parties are aware of and working towards completion timescales.
- The post-holder will need to use their initiative and judgement to determine those matters which should be brought to the attention of senior managers and those which can be progressed independently.
- The post holder may communicate daily via verbal, electronic, and written communications, with all levels of staff internally and externally. The information provided and received is often of a complex, sensitive and confidential nature.
- To ensure deadlines are accomplished by managing a contact database, booking appointments, sourcing, and gathering information so that the flow of work is prioritised.
- Create EMIS user login and Tquest, assign smartcard RA profile to users and keep track of all users.
- To provide a comprehensive administrative service to ensure smooth operation of the Clinical Governance/processes.
- Keep up to date staff records, check all STAT & Mandatory training is up to date.
- Post-holder will be required to visit site as and when needed during or out Extended Hours Hub operational time.
- Liaise with Tower Hamlets GP practices and contract holders to organise timely sample pickups for all the practices.
- Support the admin manager to coordinate Tower Hamlets Sample Pick-up Routes for all 34practices between 11am 8pm, check invoices against routes and any delays/non pick-ups/complaints.
- To be responsible for the preparation, collation and dissemination of correspondence and papers as necessary.
- To process incoming mail, log, make recommendations including drafting correspondence in response to incoming mail, photocopy, collate and circulate/distribute documentation/correspondence as appropriate.
- Maintain confidentiality and sensitivity of complex and sensitive information.
Person Specification
Experience
Essential
- Someone with a minimum 2-3 years of NHS GP surgery receptionist experience.
- EMIS Experience including reporting and user configuration.
- Experience of managing diaries, meetings, and high-level organisational skills.
- Experience of working with clinicians, senior managers, and external organisations.
Knowledge
Essential
- The ability to use EMIS web confidently.
Qualifications
Essential
- Good Basic General Education.
- A continual learning and improvement approach.
Desirable
- Level 4 Administration qualification [such as a BTEC Level 4 Diploma in Business Administration].
Skills
Essential
- Previous experience managing rotas and staff.
- Experience in administrative duties
- Flexibility & willingness to work outside of core office hours.
Person Specification
Experience
Essential
- Someone with a minimum 2-3 years of NHS GP surgery receptionist experience.
- EMIS Experience including reporting and user configuration.
- Experience of managing diaries, meetings, and high-level organisational skills.
- Experience of working with clinicians, senior managers, and external organisations.
Knowledge
Essential
- The ability to use EMIS web confidently.
Qualifications
Essential
- Good Basic General Education.
- A continual learning and improvement approach.
Desirable
- Level 4 Administration qualification [such as a BTEC Level 4 Diploma in Business Administration].
Skills
Essential
- Previous experience managing rotas and staff.
- Experience in administrative duties
- Flexibility & willingness to work outside of core office hours.
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.
