Administration Team Leader

6 months ago

Plymouth, United Kingdom Beacon Medical Group Full time

**Administration Lead (Admin and Prescription Lead)**

**SUMMARY OF ROLE**:
**The Administration Team Lead provides administration leadership and management to help deliver a high quality, comprehensive administration, and prescription service across the Practice.**

**The post holder is expected to act on their own initiative daily to ensure the effective running of the department and services, prioritising their own workload as required and ensuring standards are maintained for the safe administration of patient correspondence and prescriptions.**

**The role will provide supervision and line management support including training, annual appraisals, absence management supported by auditing reporting and checking workload against set KPIs.**

**The role requires you to be dynamic, confident, be able to co-ordinate work and be the voice of the team.**

**Act as a focal point for all matters regrading the admin and prescription team and ensure that all functions are carried out in accordance with agreed procedures, protocols and timescales. Strive to deliver the best service for the organisation and its Patients delivering high quality administration and prescription service for the PCN, leading improvements and efficiencies.**

**flexibility to contribute to part of the on call rota for weekend clinics as part of the practice contract and flexibility to cover management rotation for special weekend clinics E.g. Flu**

**The post involves liaising with healthcare professions, external services, and patients.**

**PAY RATE**:
**£11.82 - £13.53 DOE**

**CONTRACTUAL HOURS**:
**1 x 37 hours per week**

**PLACE OF WORK**:
**Multi-site, based primarily at Plympton Health Centre**

**CONTRACT TYPE**:
**Permanent Contract**

**ACCOUNTABLE TO**:
**Operations Manager - Enhanced Services**

**Key Responsibilities**:
**Workload Management**:

- Co-ordinate and oversee administrative and prescription Hub processes in support of effective and efficient functions of clinical team
- To deliver high standard training to the team following protocols and processes, creating, and rolling out standard operations processes, supported by training matrix and standards in line with the PCN delivery and KPIs.
- Where appropriate, to ensure a smooth running of the office.
- Be responsible for specific initiatives within the department as agreed with the Operations manager to ensure continuous improvement in administration support.
- Be responsible for the delivery of an effective administration service as part of the practice team to ensure the smooth and uninterrupted service of prescription support to clinicians.
- To ensure repeat medication is issued in line with the protocols that are already in place and ensure that any queries raised are dealt with quickly and correctly.
- Ability to engage in collaborative problem solving and co-working with staff to increase motivation and utilise and overcome barriers to work outcomes.
- To be responsible for your own continuing self-development, undertaking training as appropriate.
- To undertake other duties appropriate to the grading of the post as required.
- Must be able to work flexible hours.

**Team Management**:

- Assist in the recruitment and selection of new staff.
- To support and mentor new staff, including developing induction plans for new staff.
- Identify the personal development and training needs of staff in order that objectives are met in the most efficient and cost-effective manner.
- Monitor the postage for the team, this is to include web post, stamp, and recorded delivery.
- Support with patient complaints for the admin and prescription team.
- Monitor and evaluate performance of the admin and prescription team against individual objectives, set within the PDP, team objectives and KPIs.
- Support in all the development and review of SOPs, policies and process ensuring these are up to date for the admin and prescription team. Making recommended changes were indicated for final sig off by operations manager.
- To be responsible for the roll out of department specific SOPs, ensuring team training is undertaken and audits are carried out to demonstrate adherence to SOPs.
- To plan time for the team to prepare agendas, plan, organise, attend, and produce minutes for meetings to, ensuring that actions are followed up as, appropriate, and proactively chase accordingly and information is disseminated to the team.
- Participate in the health and safety risk assessment checks on site in liaison with
- Health and safety manager and local managers
- Undertake Appraisal and performance review for all team members.
- Support with the strategic planning and overview of the administration and prescription departments, have an understanding of the practice strategic plan and work with the team to deliver objectives linked to the wider practice plan.
- To ensure that all administrative staff communicates in a manner that is consistent with relevant legislation, policies, and proced

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