Job summary
Principal Medical Limited is seeking a dedicated and organised Administrator to join our Community Services Department. In this role, you will provide essential administrative support, ensuring the smooth and efficient running of services that benefit the local community. As an integral part of our team, you will be responsible for managing records, coordinating appointments, liaising with healthcare professionals, and assisting with general office duties to support the delivery of high-quality healthcare services.
This advert may close earlier than the indicated date if sufficent applications are recieved.
Main duties of the job
The post-holder will be required to provide operational /
administrative support to various teams across the organisation. The post
holder will be required to communicate professionally and courteously at all
times with both internal and external colleagues.
The two main duties of the role will be as follows:
- Assist with the coordination of referrals for our community teams.
- Allocate workload according to activity.
About us
PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.
We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010
Job description
Job responsibilities
Administration Duties:
-
Provide real time capacity information to
referrers of all services using information provided by clinical teams.
-
Coordinate clinical teams to ensure the most
appropriate use of resources based on patient need and geographical location
-
Maintain contemporaneous information on IT
systems with appropriate systems for back up in the event of systems failure to
ensure that there is no disruption to service delivery
-
Access GP clinical systems and other information
systems where appropriate to enter read codes, update records on behalf of the
teams where necessary
-
Take telephone messages and relay to the
relevant person/team in a prompt, efficient manner
-
Liaise with General Practitioners, Practice
Managers and other staff as appropriate.
-
Assist in the collation of data for reporting
purposes.
-
Ensure that all non-clinical equipment is fit
for purpose and in full working order, and to purchase and manage consumables,
ensuring adequate stocks of all necessary items.
-
Ensure records, information systems and files
are maintained accurately, to allow a clear audit trail.
-
Work safely at all times in accordance with
legislation, and in line with company policies and procedures.
-
Carry out any other appropriate duties as
required
Management
-
Allocate tasks on a daily basis as required as
organisational priorities change
-
Ensure that all public and professional
enquiries are dealt with by the administrative team in an efficient, polite and
confidential manner and/or passed onto the relevant member of staff for action
Governance
-
Assist in the collation of data for reporting
purposes.
-
Ensure that all non-clinical equipment is fit
for purpose and in full working order, and to assist the Operations Support
Manager to manage consumables.
-
Work safely at all times in accordance with
legislation, and in line with company policies and procedures.
Professional / Ethical Practice-
Acting in accordance with Principal Medical
Limited (PML) protocols and policies and the Law.
-
Maintaining confidentiality and communicating
patient information in accordance with the Data Protection Act 1998.
-
Working in a non-judgmental anti-discriminatory
way, with regard to the cultural and religious beliefs of individuals and
groups.
-
Working within boundaries of competency and
knowledge at all times
-
Ensure safety of clinical team who may be lone
working through monitoring and seeking clarification of signing on and off
Personal Development
-
Attending staff meetings, team meetings and
in-service training as directed
-
Taking responsibility for his / her own learning
and development
-
Participating in an annual appraisal to identify
personal / professional development plan
-
Taking an
active part in learning opportunities and keeps their own personal learning and
development portfolio
-
Taking opportunities to assist other health and
social care disciplines
-
Understanding own position and job within the
team
-
Understanding where to go for support when
needed
-
Participate in the induction of new staff as
required
It is the duty of all employees of PML to
ensure a safe working environment and safe working practices are maintained at
all times.
Staff should be prepared to work at any
location within the Company to accommodate the needs of the service.
This job description seeks to outline the
key duties and responsibilities of the post holder and is not a definitive
document and does not form part of the main statement of terms and conditions.
This job will be reviewed periodically and changes may be made in consultation
with the post-holder.
Job description
Job responsibilities
Administration Duties:
-
Provide real time capacity information to
referrers of all services using information provided by clinical teams.
-
Coordinate clinical teams to ensure the most
appropriate use of resources based on patient need and geographical location
-
Maintain contemporaneous information on IT
systems with appropriate systems for back up in the event of systems failure to
ensure that there is no disruption to service delivery
-
Access GP clinical systems and other information
systems where appropriate to enter read codes, update records on behalf of the
teams where necessary
-
Take telephone messages and relay to the
relevant person/team in a prompt, efficient manner
-
Liaise with General Practitioners, Practice
Managers and other staff as appropriate.
-
Assist in the collation of data for reporting
purposes.
-
Ensure that all non-clinical equipment is fit
for purpose and in full working order, and to purchase and manage consumables,
ensuring adequate stocks of all necessary items.
-
Ensure records, information systems and files
are maintained accurately, to allow a clear audit trail.
-
Work safely at all times in accordance with
legislation, and in line with company policies and procedures.
-
Carry out any other appropriate duties as
required
Management
-
Allocate tasks on a daily basis as required as
organisational priorities change
-
Ensure that all public and professional
enquiries are dealt with by the administrative team in an efficient, polite and
confidential manner and/or passed onto the relevant member of staff for action
Governance
-
Assist in the collation of data for reporting
purposes.
-
Ensure that all non-clinical equipment is fit
for purpose and in full working order, and to assist the Operations Support
Manager to manage consumables.
-
Work safely at all times in accordance with
legislation, and in line with company policies and procedures.
Professional / Ethical Practice-
Acting in accordance with Principal Medical
Limited (PML) protocols and policies and the Law.
-
Maintaining confidentiality and communicating
patient information in accordance with the Data Protection Act 1998.
-
Working in a non-judgmental anti-discriminatory
way, with regard to the cultural and religious beliefs of individuals and
groups.
-
Working within boundaries of competency and
knowledge at all times
-
Ensure safety of clinical team who may be lone
working through monitoring and seeking clarification of signing on and off
Personal Development
-
Attending staff meetings, team meetings and
in-service training as directed
-
Taking responsibility for his / her own learning
and development
-
Participating in an annual appraisal to identify
personal / professional development plan
-
Taking an
active part in learning opportunities and keeps their own personal learning and
development portfolio
-
Taking opportunities to assist other health and
social care disciplines
-
Understanding own position and job within the
team
-
Understanding where to go for support when
needed
-
Participate in the induction of new staff as
required
It is the duty of all employees of PML to
ensure a safe working environment and safe working practices are maintained at
all times.
Staff should be prepared to work at any
location within the Company to accommodate the needs of the service.
This job description seeks to outline the
key duties and responsibilities of the post holder and is not a definitive
document and does not form part of the main statement of terms and conditions.
This job will be reviewed periodically and changes may be made in consultation
with the post-holder.
Person Specification
Experience
Desirable
- Familiarity with healthcare sector
- Experience in healthcare administration
Qualifications
Essential
- Educated to GCSE level and above
- Excellent written/ communication skills
Desirable
- Further qualification in administration
Other
Essential
- A high standard of accuracy and attention to detail
- Ability to use own judgement on when to take initiative and when to take advice
- A flexible, good humoured approach
Skills and Knowledge
Essential
- Excellent oral and written communication skills.
- Good organisational skills with an ability to prioritise
- Methodical, efficient approach to office procedures and record keeping
- Good inter-personal skills
Person Specification
Experience
Desirable
- Familiarity with healthcare sector
- Experience in healthcare administration
Qualifications
Essential
- Educated to GCSE level and above
- Excellent written/ communication skills
Desirable
- Further qualification in administration
Other
Essential
- A high standard of accuracy and attention to detail
- Ability to use own judgement on when to take initiative and when to take advice
- A flexible, good humoured approach
Skills and Knowledge
Essential
- Excellent oral and written communication skills.
- Good organisational skills with an ability to prioritise
- Methodical, efficient approach to office procedures and record keeping
- Good inter-personal skills
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.
