Previous applicants need not apply.
Hours:
Monday 8am-4pm
Tuesday 8am-4pm
Wednesday 8am-4pm
Thursday 10am-6pm
Friday 8am-4pm
Occasional Saturdays 9am - 2pm, paid time and half rate.
Annual Leave: 6 weeks + Bank Holidays
NHS discount
Employee Assistance Programme
Free car park
We are seeking a Practice Administrator to provide a first-class support and administration service to the Practice Manager and Assistant Practice Manager while assisting with all HR processes and procedures throughout the practice. This will include recruitment, interview preparation, induction, employee relations, training, performance development and absence processing.
The post holder will be able to establish priorities, work independently and without direct supervision on all routine matters. They would ensure we are fully compliant with CQC and best practice and that the correct information is passed to the Practice Manager to ensure records are fully accurate and up to date. They will have the ability to multitask and provide great support to a busy Practice.
The role of Practice Administrator will provide the management team with the day-to-day support.
Job description
JOB TITLE: Practice Administrator
REPORTS TO: Practice Manager and Operations Manager
Main Duties and Responsibilities
Reporting to senior management and performing secretarial and administrative duties.
- Assist the management team with hiring and onboarding new employees.
- Prepare HR documents, like offer letters, employment contracts and new employee documentation.
- Assist the management team with HR meetings (capability, disciplinary etc.), conduct investigation meetings when required.
- Maintain accurate HR filing and management of paper documents.
- Monitor staff training on training software, arrange external training and provide training to others appropriate.
- Revise company policies
- Liaising with internal departments, answering calls, and making arrangements.
- Managing internal and external correspondence on behalf of senior management and courier services.
- Organising meetings, scheduling appointments, maintaining an events calendar, and sending reminders.
- Preparing facilities for scheduled events and arranging refreshments and other corporate catering, when required.
- Copying, and scanning, documents, as well as performing data entry roles, including updating records and databases for personnel, financial and legal information
- Typing, formatting, and editing reports, documents, and presentations.
- Taking minutes during meetings and typing these up in a timely manner
- Managing inventory of office supplies, ordering office supplies and replacements, including stationery and multimedia equipment to ensure smooth office operations.
- Manage work schedule efficiently, completing tasks and assignments on time.
- Managing specific ad hoc projects
- Observing best business practices.
- Undertake any other reasonable tasks as allocated by the Management team and to have a flexible approach.
Other duties
There will also be a requirement to cover the day-to-day tasks of other post holders who are absent including receptionist and front-line duties.
- To make appointments and book patients in when they arrive for an appointment in accordance with the practice appointment system and to provide a helpful and friendly service to patients ensuring also that the reception area is tidy and welcoming.
- To answer telephones promptly ensuring that all in-coming lines are covered at all times.
- To communicate with patients via online messages and website forms.
- To comply with the practice protocol for the printing of prescription requests and queries.
- To comply with the practice procedure for the registration of new patients, temporary patients, private patients, and those seen as emergency or immediately necessary.
- To comply with practice protocol for the collection of results from the hospital daily and advise patients of any action/advice requested by the GP.
- To follow practice procedure regarding letters that arrive at the surgery either externally by post or internally from the hospital.
- To comply with the protocols in place at the practice for the scanning/indexing and workflow of correspondence.
- To comply with the protocol for deducting patients who have moved out of the practice catchment area and to follow the procedure for making up records for a new patient when their medical records are received from their previous surgery.
- To comply with all relevant practice procedures, regulations, and protocols and to maintain confidentiality at all times with particular reference to patient records.
- To liaise with the Assistant Practice Manager and/or Practice Manager when required and follow instructions from them when necessary.
- To undertake any other duties as deemed appropriate by the Practice.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance
- Complete online training and attend courses offered.
Patient Services
- To disseminate information to the whole practice team in relation to patient services including appointment availability and any agreed system changes.
- Ensure patient satisfaction is maintained at every opportunity and to provide opportunities for regular feedback including the implementation of patient surveys.
- To ensure that the notice boards in the waiting areas are kept up to date and that a regular rotation of appropriate displays takes place during the year.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety policy, and the practice Infection Control policy and published procedures. This will include:
- Ensure that safe working practices are followed in respect of COSHH and other Risk Assessment control measures. Follow Health & Safety policies and guidelines, reporting incidents using appropriate reporting systems.
- Monitor work areas and practices to ensure they are safe and free from hazards and carry out periodic inspections to ensure buildings are safe and well maintained, providing a written report and liaise with Practice Management team to resolve problems.
- Completing regular health and safety checks for the premises.
- Reporting potential risks and faulty equipment identified in regular checks.
- Fulfil the role of Fire Marshall including responsibility for carrying out planned fire alarm testing and ad-hoc unplanned fire drills, completing regular checks on fire systems.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Confidentiality
- While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Quality
The post-holder will strive to maintain quality within the practice, and will:
- Alert management team to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with individuals in other agencies to meet patients’ needs.
- Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members, clinicians and management team
- Communicate effectively with patients and carers.
- Recognise people’s needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
- Apply practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
This job description is subject to regular review.
37.5 hours per week
Job Type: Full-time
Schedule:
- Monday to Friday
- Overtime
- Weekend availability
Pay: From £15.00 per hour
Benefits:
- Additional leave
- Casual dress
- Company events
- Company pension
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
