Service Delivery Administrator

1 month ago

Sutton Coldfield, United Kingdom Sutton Coldfield Group Practice (SCGP) - NHS Full time

This exciting new role is the face of the SCGP organisation and must display excellent, positive, empathetic customer care service at all times.

Applicants must have:

- Excellent administration skills
- Fantastic attention to detail and diary management expertise
- Ability to multi-task to meet the needs of the service delivery team and wider organisation.

Although the role will be based at Ley Hill Surgery, there will be a requirement to work across all sites in order to fulfil all the duties and responsibilities.

**1. Job Role and Purpose**

The primary purpose of this role is to provide efficient, flexible and proactive business support and office management support to the Service Delivery Manager, Service Delivery Team and Senior Management Team when required.

Assist with the collection and collation of information relevant to the service and individual tasks, projects or works.

**2. Key Duties and Responsibilities**
- Time management, prioritisation and organisation of the Service Delivery management team calendar, projects, scheduled reports and overall administration.
- Administration support and welcome for all SCGP Trainees, medical students and PCN staff efficiently, professionally and appropriately.
- Oversee SCGP maintenance schedule, obtaining quotes, arranging site maintenance in conjunction with Site Team Leaders and Maintenance staff, including Landlords where applicable.
- Maintenance of Teamnet, recording absences etc. and ensuring all aspects of line management administration is completed efficiently.
- Provide administration support for Site Team Leaders, Infection control leads, Health & Safety and risk assessment reports. To include premises, equipment and maintenance contracts are reviewed / renewed in timely manner.
- CQC standards are maintained operationally safe across SCGP.
- Administratively responsible for procurement and stock order for consumables across SCGP.
- Support for meetings to include arranging dates, room bookings, preparation and issue of agendas, note taking and other related tasks.
- Ensure action points and tasks identified or agreed in meetings are followed up and completed in the defined timescales, taking ownership for communicating the outcome.
- To work as part of the Service Delivery Management team and independently when required, using own initiative.
- Process and track documents pertaining to specific tasks, projects or works.
- Use planning tools to check and monitor progress against deadlines, revising plans as priorities change.
- Write letters, assist in the creation of presentations, documents, spreadsheets and compile reports where necessary.
- Liaise with SCGP staff and external contractors where instructed, establishing and maintaining good relationships with managers and senior level individuals.
- Handle sensitive business information appropriately.
- Communicate complex information clearly, concisely and efficiently to staff at different levels and external contacts.
- Review procedures and pinpoint opportunities to develop the efficiency of the provision thus improving key workstreams.
- Ensure all projects, tasks and works are completed in line with the Group’s best practices and are compliant with CQC standards.
- Evaluate, appraise and cost elements of tasks, projects or works when required, also consider associated business risks and consequences.
- Take accountability and ownership of smaller projects, where delegated.
- Undertake such other duties as the Senior Management team from time to time may direct.
- Assist with organisation of annual review of patient complaints and ensure that action points are minuted and followed up.
- Assist with organisation of annual review of Significant Events and ensure that action points are minuted and followed up.
- CQC Compliance - Assist with arranging, collating and updating various compliance audits and documentation on GP Team net to include premises checks, fridge audits and risk assessments. To ensure timeframes and review dates are adhered to.
- Assist in maintaining records in relation to any accidents/incidents or defects affecting the health, safety and welfare of patients, staff or members of the public.
- Assist with the administration of the regular site quality and health and safety inspections.
- Create and administer the programme for the yearly staff appraisals for those who are line managed by the Site Service Delivery Managers.
- Do regular checks to ensure that annual leave for the staff line managed by the Service Delivery Managers has been correctly booked on TeamNet.
- Support the administration of the first stages of disciplinary and grievance procedures, where necessary.

**3. Performance Standards**
- Clear understanding of what it takes to successfully support teams and individuals.
- Effective, respectful and professional electronic, written and oral communicator at all

levels.
- Effectiveness in time management and the organisation of the SDM team.
- Excellen

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