Administration Hub Supervisor

3 weeks ago

Yeovil, United Kingdom Symphony Healthcare Services Full time

Job summary

The purpose of the Central Administration Hub is to encourage a collaborative environment of learning and innovation within a single geographical location supporting a group of GP practices.

Effective and efficient administration is vitally important to help individuals to move onto the next step of 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, patients paper records and parts of the registration process, non-NHS private work related to the patient as well as other administration tasks., This administration is processed in a timely, safe, and efficient manner ensuring that medical records are up to date when needed.

The rate of pay is between £12.00 and £12.56 per hour and will be a 25 hour week. You can benefit from either an NHS or Nest Pension.

Closing date 26th February 2024

Main duties of the job
- To support and guide the team to achieve a high-level performance/quality which will align with the Administration Hub set objectives.
- When required to conduct more formal meetings with individuals around performance and/or conduct
- Be responsible for the whole admin hub team and their workload, ensuring issues and concerns are escalated to your line manager when required
- Inductions of all new staff members into the team and being able to monitor their progress and complete training requirements or signpost to the correct person/department in the company
- Effectively support the Admin Hub Line manager (Business Development Manager) as and when required.

About us

As the team Supervisor you will ensure that staffing resources are effectively used to provide a timely and responsive service at all times.

You will provide support to the Symphony transformation team with the development of business proposal plans to provide the service to a wider cohort of practices in Symphony and/or wider within Primary Care in Somerset.

Job descriptionJob responsibilities
- Undertake the agreed safety checks and ensure staff audits are completed and periodically checked by a clinical team member or clinical lead within Symphony.
- You will report and investigate incidents and identify new/or required changes in safety checks.
- Collate timesheets for the whole central admin hub team and report following the monthly payroll process
- Support the line manager and when required be responsible for the other Budgetary requirements
- Report on monthly sickness, appraisals, and mandatory training figures
- Complete and send any Admin Hub reports to line management and/or Central team management.
- Manage all Hub Administrators including apprentices and bank staff when applicable.
- Ensure all mandatory training for the Team is up to date and complete.
- Undertake annual appraisals for each member of the team.
- Identify areas for potential improvement in processes and systems using previous knowledge and experience and analysing the data gathered making comparisons to understand what good looks like.
- Responsible for sharing improvements, learning and changes across the team or to wider audiences.
- Development of systems and processes to support the growth of the service/provision.
- Communicate directly with Clinical Leads when required to ensure safety of patients is adhered to (including incident and near miss reporting) and support with updating protocols as and when needed.
- work with the Symphony Transformation Team on upscaling the provision of administrative services to meet any additional demands (as requested).
- Ensure team follow the processes for completing all assigned administration tasks and actions and support and assist when necessary.
- Identify the complex or higher risk areas that require input or knowledge from your Line Manager and/or the clinical team. This includes safeguarding issues.
- To work to the agreed protocols.
- Receive feedback positively on both yours and the teams work and seek feedback as required
- Both through the GP Lead(s) and directly, work closely with the practice non clinical teams and clinical teams to ensure a safe and high-quality service is provided to the practice.
- Make and work to an agreed work plan for the Admin Hub, following the agreed task times. Ensure that any shortfalls in capacity or increases in demand are escalated so that Administration tasks are processed within the agreed timescales.
- Be part of a team undertaking experiments or quality improvement projects to test ideas for future improvement and development

Person SpecificationExperienceEssential
- Proven previous management or supervisory experience and people management
- Experience of implementing / managing administrative services
- Excellent knowledge of medical terminology and read coding.
- Advanced experience of inducting, mentoring, training, appraisals and supporting a team
- Experience of managing Au

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