Single Point Access Supervisor

3 weeks ago

London, United Kingdom Tower Hamlets GP Care Group Full time

Provide a high quality confidential and comprehensive administrative service. Oversee day-to-day running of 0-19 Single Point of Access team, under the delegation of a service Team Lead/Manager. Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date. Oversee the administrative function required of the SPA team to include appointment management (direct entry to practitioner electronic diary), electronic referral process, transferring in and out of information out / 0-19 Duty.

Process local data for preparation of reports in relation to contract data requirements, working closely with Team Leads and managers. Utilize advanced level IT skills to create spreadsheets, databases, reports, and presentations. Develop and maintain filing systems (electronic) to ensure effective access to relevant information. Prioritize your own workload on a day-to-day basis to ensure that deadlines are met.

Manage delegated day-to-day responsibility for the administrative team whilst on site in the SPA. Oversee the facilitation and administration of meetings, including the production of agendas and coordination of papers in relation to the SPA and under delegation of line manager ensuring that key documents are available within defined timescales. Propose and implement changes to working practices to reflect the needs of the Service. Act as delegated authority for procurement processes, using electronic order and approval systems.

Respond to ad-hoc requests for information from as agreed by the Manager. Participate and support 0 to 19 universal team managers with recruitment process. Develop and maintain an up-to-date SPA staff database to facilitate effective communication. Liaise with central administrator regarding locality bases as required.

Responsible for communicating with staff and external stakeholders in respect to changes within the SPA service as appropriate services. To provide effective line management for the SPA administrative team, SPA leadership to all administrative staff, ensuring the provision of supervision, appraisal and personal development plans, annual leave, sickness absence management, recording and monitoring via relevant organisation systems, disciplinary, grievance and performance management and recruitment of staff in line with organisation policies and procedures. Ensure adequate cover arrangements are in place across the SPA resolving conflicting diary appointments and complex diaries when required. Manage, develop, and improve working practices, protocols, setting standards and promoting a positive performance culture throughout SPA in delivering a high quality and efficient administrative and business support service.

This includes all elements of liaison and joint working with 0-19 service and corporate departments i.e., Human Resources, Finance, Information Management, and Performance team. To participate in the development of the SPA by attending strategic meetings as needed, to act as a voice for the members of the SPA admin team.

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