Job summary
The
purpose of the Administration Manager for the central hub here at Symphony Healthcare Services, is to encourage a collaborative environment of
learning and innovation, within a single geographical location supporting a
group of GP practices across Somerset.
Accurate and efficient administration is vitally important to help patients to move onto
the next step in their healthcare journey safely and to provide them with
access to the right information about their health when they need it.
This
is achieved by the effective handling (and standardisation) of clinical
documentation, patient paper records, parts of the patient registration process,
non-NHS private work related to the patient as well as other administrative
tasks.
This administration should be processed in a timely, safe, and efficient
manner, following set protocols, ensuring that medical records are kept up to
date.
We are offering full-time hours (37.5) per week on a permanent basis. Working pattern (days and times) will be discussed at interview stage.
The annual salary for this post is £35,724 per annum (£18.32 per hour) and you also have the option to join the NHS or NEST pension, which is just one of Symphony's many employee benefits.
Please see the attached links and documents for more information.
Main duties of the job
As the Administration Manager, you will be:
- Fully
competent in the administration hub processes (training provided).
- Attend
performance meetings relating to the administration hub including but not limited to, GET (Grow, Enhance Transform) meetings and SitRep meetings.
- Line
manage the central administration hub staff including undertaking regular one to one meetings and appraisals.
- Complete staff rotas to ensure cover for completing administration hub work
- Ensure
accurate and timely completion of payroll submissions
- Support
training, ongoing learning and development of staff and the administration hub
processes.
- Complete
accurate reporting on areas such as staff sickness, mandatory training and appraisals
- Audit staff progress and accuracy on a regular
basis, to ensure accurate and safe hub processes
Please see the attached job description and person specification for a full list of duties.
About us
Symphony Healthcare Services (SHS) was established
in 2016 as part of the award-winning Symphony Programme Vanguard, developing
new models of care. We now support 20 practices across Somerset and East Devon,
providing care for 120,000 patients.
SHS has developed a model where each practice is
encouraged to operate autonomously, but as a subsidiary of NHS Somerset
Foundation Trust (SFT), and with the backing and economies of scale from a
central support team (particularly for HR, finance, corporate and strategic
management matters).
Providing NHS services is at the heart of what we
do. Our vision is to ensure that primary care is sustainable for patients and
practices in Somerset, and we aim to be a national exemplar for primary care
provision. We work closely with our practice teams to support, develop and
transform patient care and working practices with innovation and technology at
the heart of what we do.
SHS welcome applications from people of all
backgrounds and underrepresented groups. When undertaking recruitment and
selection for our services, SHS we are committed to equality of opportunity for
all.
SHS offers a NHS or NEST Pension, a fantastic range
of employee benefits and salary sacrifice schemes (see attached poster), along
with flexible working from day of employment and an agile approach to home /
office-based working.
We look forward to hearing from you and receiving your
application.
Job description
Job responsibilities
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Please see attached job description and person specification for a full list of duties, tasks and expectations.
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Job description
Job responsibilities
*********
Please see attached job description and person specification for a full list of duties, tasks and expectations.
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Person Specification
Experience
Essential
- NHS experience.
- Previous management or supervisory experience.
-
- Experience in complex administration duties.
- Experience of inducting, mentoring, training, appraisals and supporting a team.
Desirable
- Excellent knowledge of medical terminology and preferably read coding.
-
- Experience of business development and implementation of change
- Experience in successfully managing projects
- Experience at managing a budget or capability to be trained in budget management
- Have experience in managing and motivating a team or individual performance in relation to key performance indicators and quality
- Experience of managing audits
- Experience of implementing / managing administrative services
Knowledge and Skills
Essential
- Good knowledge of Information Governance and Data Protection
- Excellent organisational and time management skills
- Good knowledge of General Practice and the environment and challenges it currently faces.
- Demonstrate the ability to plan and organise yourself and the teams work using your own initiative and understanding when you need to escalate to ensure you meet the required safety and time standards
- Demonstrates the ability to work without direct supervision and determine own workload priorities in a changing working environment
- Intermediate knowledge of Word and Excel.
- Ability to use data to analyse improvements
- Attention to detail in the reading of correspondence and data entry.
- Able to fully recognise changes needed within a team to enhance working environment
- Have a pro-active approach and excellent communication skills with other practice staff and outside agencies
- Able to recognise the significance of different situations (including emergencies) and take appropriate action, following standard policies and procedures
Desirable
- Ability to be forward thinking and plan new projects
- Excellent working knowledge and experience of patient clinical systems and how they are used in General Practice or other primary care or community services.
- You will have fast and accurate keyboard skills to RSA III or equivalent.
Qualifications
Essential
- English and Maths GCSE or equivalent (Grade A* to C)
- Foundation level professional qualification (e.g. CIPD, CIMA, AAT) or equivalent experience/ qualifications.
Desirable
- Formal leadership or management training/qualification working towards or has been obtained e.g., Institute of Management Level 5
Person Specification
Experience
Essential
- NHS experience.
- Previous management or supervisory experience.
-
- Experience in complex administration duties.
- Experience of inducting, mentoring, training, appraisals and supporting a team.
Desirable
- Excellent knowledge of medical terminology and preferably read coding.
-
- Experience of business development and implementation of change
- Experience in successfully managing projects
- Experience at managing a budget or capability to be trained in budget management
- Have experience in managing and motivating a team or individual performance in relation to key performance indicators and quality
- Experience of managing audits
- Experience of implementing / managing administrative services
Knowledge and Skills
Essential
- Good knowledge of Information Governance and Data Protection
- Excellent organisational and time management skills
- Good knowledge of General Practice and the environment and challenges it currently faces.
- Demonstrate the ability to plan and organise yourself and the teams work using your own initiative and understanding when you need to escalate to ensure you meet the required safety and time standards
- Demonstrates the ability to work without direct supervision and determine own workload priorities in a changing working environment
- Intermediate knowledge of Word and Excel.
- Ability to use data to analyse improvements
- Attention to detail in the reading of correspondence and data entry.
- Able to fully recognise changes needed within a team to enhance working environment
- Have a pro-active approach and excellent communication skills with other practice staff and outside agencies
- Able to recognise the significance of different situations (including emergencies) and take appropriate action, following standard policies and procedures
Desirable
- Ability to be forward thinking and plan new projects
- Excellent working knowledge and experience of patient clinical systems and how they are used in General Practice or other primary care or community services.
- You will have fast and accurate keyboard skills to RSA III or equivalent.
Qualifications
Essential
- English and Maths GCSE or equivalent (Grade A* to C)
- Foundation level professional qualification (e.g. CIPD, CIMA, AAT) or equivalent experience/ qualifications.
Desirable
- Formal leadership or management training/qualification working towards or has been obtained e.g., Institute of Management Level 5
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.
