Administration Assistant

3 weeks ago


Eastbourne, United Kingdom South Downs Health and Care Full time

South Downs Health and Care Federation provides clinical services on behalf of local GP practices, across a wide geographic area in East Sussex. Our busiest service is the Extended Access Service, which provides out of hours GP services during evenings and weekends. We also run some clinics during normal working hours. The GP practices that we provide these services on behalf of are based in the following towns and their surrounding areas: Eastbourne, Seaford, Hailsham, Newhaven and Bexhill on Sea. We provide our services from our clinic in Hampden Park Eastbourne and also in GP Practices located in the towns mentioned above.

We are becoming very busy and consequently, we are recruiting several Administration staff to join our team. The role involves undertaking general administration duties, dealing with telephone queries and meeting and greeting our patients who arrive for appointments and providing chaperone duties for our GPs when necessary.

We require our staff to be kind and considerate, with great interpersonal and communication skills. You must be competent in using Microsoft software, such as Word and Excel. You will be liaising with a wide group of people including GPs, GP Practices and Patients and working with a lovely group of people in the administration team.

**We are recruiting to two different permanent positions**:
2. Two full time administrators, who will be based in our clinic site at Hampden Park, Eastbourne. This role does involve some evening and weekend work and, on occasions, to work in our hubs at other GP Practices. You will be allocated to different shift patterns during the week (either 8.30am - 4.30pm, or 12.30pm - 8.30pm) and will be expected to work one Saturday per month from 9am to 5pm.

Working as part of a team this role involves; administrative support for all SDHC clinical services to ensure professional operational standards and excellence in patient care and safety are maintained; face-to-face reception to provide shift cover in sites across East Sussex; and other ‘back office’ functions to be agreed with Eastbourne, Hailsham, Seaford (and Bexhill and Newhaven for IAS) practices (EHSB&N).

SDHC is a GP Federation and as such, we’re a company rather than a GP practice, although our work mainly involves delivering NHS contracts on behalf of our members and the ICB. Our members/shareholders are our local 17 GP practices covering Eastbourne, Hailsham and Seaford with a population of approximately 200,000 patients. Our main purpose is to support GP practices in their task of providing patient care by enabling them to provide and invest in sustainable services by reducing the burden of their workload, maximising income opportunities and minimising their risks and liabilities. We ultimately aim to improve patient experience and outcomes in a sustainable way.

We encourage our staff to take ownership and responsibility, to highlight concerns and feedback and to make an active contribution to their individual success as well as that of their team and the wider organisation. We operate a no-blame culture; by this we mean that everyone is held accountable but in an environment where the focus is on the learning that can be adopted and shared from instances where things haven’t gone so well.

We offer a trust based workplace where we appreciate that teams are often best placed to contribute to building and improving working practices, while still having regard to our business model and the needs of our direct customers - GP practices - so that we can continue to make a difference to patients as the service users.

Delivery

Operational
- Assisting with the training and site inductions for all new staff as required
- Undertake crosschecks across the service to ensure patient safety and service quality is being maintained as per protocols
- Support patient and staff queries; and the service’s complaints and incidents procedures

Project Support
- Co-ordinate, attend and/or facilitate meetings, and transcribe any minutes and notes as required
- Other project related assistance as required by the organisation. This may include providing cross cover to supporting other services that SDHC delivers or may deliver including, but not limited to, clinical correspondence, pharmacy, pathology and paramedics

Reception Support
- Cover the reception desk when required during shift times and present a professional and courteous image to all service users, visitors and staff
- Welcome visitors and provide all possible assistance, including arrangements for access requirements, ensuring that the appropriate staff member is informed of their arrival
- Communicate courteously and politely at all times when dealing with enquiries
- Use of computer and paper based systems to perform administrative functions, in order to support the administration of service provision in accordance with agreed standard processes and procedures, within agreed timeframes.
- Ensure the accuracy and quality o



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