Administration Supervisor

2 weeks ago

Haywards Heath, United Kingdom Sussex Primary Care Full time

**Administration Supervisor**

**Job Summary**

The Dolphins Practice provides care to patients in Haywards Heath. The post holder will lead a small team who manage administrative services within Sussex Primary Care and the Dolphins Practice.

The postholder will ideally work between Monday to Friday and may on occasion be required to work on a Saturday with notice when or if the Surgery offers extended hours.

The postholder will exhibit a high level of confidentiality, sensitivity and awareness and use skills of tact and diplomacy and to ensure that the high profile nature of the work of the GP is maintained at all times. They will attend courses as deemed necessary for the efficient running of the administrative area of the practice.

The postholder is required to have a good standard of general education including Math, English and IT skills together with the ability to work in an organised and efficient way.

**Key Responsibilities**
- Act on own initiative, within broad procedural guidelines and without direct supervision.
- Undertake activities within the administrative team such as coding, managing tasks, processing letters and prescriptions.
- Liaise with Secondary Care, Social Services and other teams as necessary.
- Ensure efficient service delivery to patients.
- To manage the daily rota to ensure optimum cover is achieved.
- Ensure effective time management and workload prioritisation.
- Promote good staff relations and motivation.
- Provide effective communication mechanisms with all public and professional users of the practice - either face to face, over the telephone, in writing or by electronic mediums. Maintain inventories and arrange replacement of stocks as required.
- Ensure strict adherence to the practices computer security protocols.
- Participate in internal and external training events as required.
- Use own initiative to effectively organise own work and that of the administrative staff within the team.
- Ensure building security arrangements are implemented.
- Actively partake in supervisions and Appraisals. Arranging the times and dates for the staff supervisor and Appraisal, ensure both are completed within the time scales given.
- To support staff with their own personal development and supporting them to reach their potential.
- To delegate appropriately and effectively.
- To manage the induction of new staff by coordinating a personalised training and induction plan.
- To manage the administration teams E-Learning to ensure it is kept up to date.
- To manage the administration teams annual leave to ensure the practice has adequate cover.
- To support the Operations Manager with any complaints or investigations.

**You may be requested to cover the following roles in the instance of staff shortage.**
- Support the reception team in the absence of the Reception Supervisor.
- Reception and telephone appointments and queries.
- Using your own judgement and communication skills, ensure that patients with no prior appointment, but who need an urgent consultation, are seen in a logical and non-disruptive manner.
- You are required to be familiar with the on-call telephone, during and after hours.
- Other tasks as requested by the Doctors, Operations Manager or Business Manager.

**Sussex Primary Cares Values**
- Patient-focused in everything we do
- Support staff to be the best they can be
- Innovate, learn and evaluate

**Benefits**:

- Company pension
- Sick pay
- Wellness programmes

Schedule:

- Day shift

COVID-19 considerations:
To keep our staff safe, we have screens up at reception, we provide masks and hand sanitizer. Additional PPE can be provided upon request.

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