Admin Support Team Leader

4 months ago

Lincoln, United Kingdom Brayford Medical Practice Full time

**RESPONSIBLE TO: Practice Manager**

**HOURS: FULL TIME: 37.5 p/w over 5 days plus occasional Saturdays.**

**Shifts vary between 6.30am and 8pm**

**EXPERIENCE: Experience in a healthcare setting; particularly a similar role in a GP practice is desirable, although training can be provided.**

**Job Summary**:

- Provide support to the Practice Manager.
- Provide support and leadership to the reception team - ensuring full coverage at all times.
- Provide support to the Medical Secretaries as and when required.
- Liaise and ensure good communication with all the Clinical team.
- Provide support to the Clinical team in the delivery of excellent clinical care.
- Assist the Practice Manager with recruitment.
- Organise and support new team member training.
- Assess the effectiveness of processes and procedures and report back to the Practice Manager and - where relevant - the Clinical Lead.
- Answer team members’ questions and help with problems.
- Admin tasks such as rotas, filing, ordering supplies, inputting appointment templates onto the system, typing up minutes, produce reports and letters, record-keeping, and other general office tasks.
- Health and Safety - ensuring we are compliant with all policies and keeping track of training and documents for all staff.
- GDPR/Data protection - ensuring we are compliant, and record-keeping is up to date.
- Frequent troubleshooting on IT issues, and log with IT support desk where you are unable to resolve the issue.
- Collate paperwork for new joins and organise IT set up.
- Listen to team members’ feedback and resolve any issues or conflicts.
- Organise own workload without supervision on a daily basis.
- Ensure excellent patient care in person, over the phone and from the team.
- Manage patient complaints at the initial stage and support with investigations into patient complaints.
- Maintain practice website.
- Help organise parts of projects as required.
- Work to tight deadlines and under pressure.
- Ensure accuracy of detail at all times.
- Ensure relevant information is recorded in the system - for example, admin notes in patient records, or reasons for appointments on system.
- Work effectively with individuals in other agencies to meet patients’ and practice needs.
- Ensure robust rota and adequate staffing to be in place at all times.
- Ensure contingency plans are in place for cover if there are unforeseen absences/sickness in staff.
- Undertake 3 and 6 monthly probation reviews with new staff and feedback to the Practice Manager prior to issuing contracts.
- To monitor and approve annual leave requests, ensuring adequate cover is in place.
- Conduct appraisals and performance management of staff.
- Monitor and log sickness absence of staff.
- Conduct return to work interviews, notifying the Practice Manager of any anomalies.
- Monitor the quality of work in the reception area.
- Ensure staff understand their roles and are suitably qualified/undertake training in accordance with their annual appraisal.
- To remain vigilant and proactive in identifying opportunities to improve service and reduce costs.
- Be responsible for Pathology links and ensure that at least two other members of staff are fully trained in this area.
- Be responsible for Registration Links ensure that at least two other members of staff are fully trained in this area.
- Ordering stationery and consumables for administration/reception areas, checking and maintaining stock levels.
- Ordering of prescriptions/sick notes and any other stationery from the Health Authority as required and checking and maintaining stock levels.
- Ensuring all memos are read and actioned by Practice staff, returning the same to the sender in a timely manner.
- Preparing the consulting rooms prior to surgery and tidying the rooms after surgery.
- Ensure the waiting room is tidy at all times to provide a clean and safe environment.
- To provide a point of contact and act as a focal point of communication between patients, doctors, other medical staff, and the Practice Manager.
- Check that toilet logs are maintained.
- To ensure that staff are aware of their responsibilities with QOF, in accordance with agreed list of QOF Champions and supporting roles.
- To assist in any area of the Practice when asked to do so by the Practice Manager and/or the Practice Partners.
- To ensure the daily morning check lists and closing time check lists are completed.
- Work as a supportive team player to ensure overall efforts are accomplished.
- Provide support to other areas of the business as and when required.
- Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.

This job description is not definitive or exhaustive and may be reviewed in the light of changing circumstances at a personal or organisational level. Any changes will be made in consultation with the post-holder and through appraisal and review process.

**CONFIDENTIALITY**

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