Senior Administrator

2 weeks ago

Dorchester, United Kingdom Puddletown Surgery Full time

Main duties and responsibilities To support the Practice Manager (PM) in ensuring the effective and efficient management of the practice, supporting the delivery of first-class primary healthcare services to the practice patient population. To assist the PM in ensuring compliance with all current legislation and regulations governing the delivery of primary care services Information Technology (IT Lead) To support the financial management of the practice, including day to day accounts, payroll and pensions. 1. Practice Operation & Development Meetings Participate in meetings and, with the Practice Manager, take responsibility for implementing actions.

Development plans/reports Provide data for planning and reporting and assist PM in report production. Clinical services Provide data for planning and assist PM in service needs assessment. Provide quarterly statistics for Extended Primary Health Care Services and comment on inadequacies. Clinical audit Provide data for audit and participate in planning audit and organisation of data Organisational Audit Provide data for and assist PM in organising data and in process planning.

Protocols Assist in updating protocols and policies annually. Project management Contribute as requested. You may be asked to help to undertake information-gathering. 2.

Health and Safety and Risk Management Practice premises and Fire safety Be aware of policy. Operate fire safety procedures and system checks. Ensure basic systems are in place. Health and Safety Risk assessment 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, to include
- Using personal security systems within the workplace according to practice guidelines Making effective use of training to update knowledge and skills.

Reporting potential risks identified. Business continuity planning Be aware of arrangements and participate in implementation of these when necessary. Maintain and circulate up-to date information in the Disaster Planning file. 3.

Partnership Issues Locums Arrange locum cover for GP holidays, training days and sickness. Support locum GPs in post Partnership meetings Be aware of decisions, implementing action as directed. Support Practice Manager in taking identified actions. 4.

Finance Payroll and pensions Assist with payroll in accordance with current protocols. Petty cash Monitor expenditure. Operate systems. Invoice payment Operate the BACs system for payment of invoices and salaries.

Insurance Monitor insurances and ensure cover remains in-date. Monthly accounting Operate the GP Accounts Package to provide basic monthly financial reports and VAT reclaim. Practice Income Monitor payments received and due from Shared Business Services, National commissioning Board, Local Authority, and other sources to ensure that all anticipated income is received. VAT Be aware of the intricacies of VAT as it applies to the practice finances.

Operate the system for VAT in accounting procedures. Annual accounts Undertake annual preparation and submission of accounts. Claims/targets/ quality payments Provide data to enable maximisation of income. Maintain claim and payment monitoring systems.

Bank and accountant Reconcile bank statements. Credit Card Terminal Monitor charges to maintain cost-effective provider of service. Dispensary Reports and monthly returns Produce vaccine report for the end of month return of prescriptions to the Prescription Pricing Authority. Comment on any areas of data entry that could be improved.

Maintain log of prescription charges. Maintain log of dispensary profit sheet. Maintain log of dispensary month activity totals. Dispensary Services Quality Scheme (DSQS) Work with Dispensary Manager and PM to ensure that work is undertaken in a timely manner to complete the targets of the DSQS.

5. Human Resources Staff meetings Coordinate and attend where appropriate. Annual leave and sickness recording Manage the process of staff holidays, sickness, and cover arrangements. Ensure records are kept.

Recruitment and selection Participate in process. Act as panel member to interview junior staff. Induction and training Support staff induction and manage mandatory and additional training requirements. Employment practice Monitor and update personnel policies against external guidelines.

Make recommendations for improvement. Crisis management Report problems as they occur. Help to identify potential problems. Project management Gather data.

Support the Practice Manager in identifying deficiencies in system and in contributing to project management of new systems. Smart Cards Take responsibility for security systems around staff smart cards. Operate the procedures that fall under the role of Sponsor, e g unlocking locked cards, ensuring that certificates are renewed before they expire. This job description is not exhaustive and may be adjusted periodically after review and consultation.

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