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Assistant Practice Administrator
3 months ago
Position Overview
This role is a full-time opportunity designed to support the operational management of our practice while our current Assistant Practice Administrator is temporarily reassigned.
Key Responsibilities
The primary duties include:
- Assisting the Practice Administrator(s) in executing their responsibilities effectively.
- Overseeing human resources functions for the administrative team and aiding junior managers in addressing HR matters within reception teams.
- Ensuring the seamless operation of all organizational functions.
- Collaborating with the Practice Manager, Lead Nurse, and Lead Pharmacist to meet organizational targets by facilitating the distribution of clinical team members.
- Coordinating coverage during staff absences, whether clinical or administrative, as necessary.
- Working with HR to support mandatory training for both administrative and clinical teams.
- Providing technical support and troubleshooting, as well as integrating new systems across multiple locations.
- Managing health and safety, governance, and operational responsibilities for the practice.
- Assisting the Practice Manager in updating, reviewing, and disseminating relevant organizational policies and procedures.
- Engaging with relevant teams to address and escalate non-clinical complaints appropriately.
- Supporting practice audits and community events.
- Acting as a deputy for the Practice Administrator during their absence.
- Participating in an on-call rotation with other Deputy Administrators to provide coverage during weekends and evenings as needed.
About Our Organization
Located in East London, we are part of a prominent health partnership. Our practice serves a large patient base, recognized for excellence in care and comprising a diverse team of healthcare professionals.
Our mission is to deliver exceptional primary care that integrates with the local community while fostering a supportive and enjoyable work environment.
Daily Duties
- Managing the reception team in the absence of Reception Managers, ensuring daily operations run smoothly.
- Overseeing front desk services and activities.
- Collaborating with Reception Management to maintain adequate staffing levels and approving leave requests.
- Developing training plans and supervising the onboarding of new reception staff.
- Assisting in the training and development of both clinical and non-clinical teams.
- Ensuring patient facilities are well-maintained and safe.
- Meeting regularly with the management team to discuss operations.
- Supporting the processing of lab results and other administrative tasks.
- Working closely with clinical staff to ensure patient access to services.
- Collecting data for monitoring appointment availability and presenting findings to management.
- Liaising with care coordinators and patient advocates on experience initiatives.
- Addressing patient complaints in accordance with our policy.
Human Resources Responsibilities
- Supporting recruitment processes, including advertising and interviewing candidates.
- Conducting return-to-work interviews and performance reviews.
- Assisting the central HR team as needed.
- Maintaining accurate records of staff leave and sickness.
- Facilitating induction processes for new hires.
Financial Management
- Analyzing data related to services and ensuring timely claims submission.
- Collaborating with administrative staff to ensure compliance with financial processes.
- Managing income and expenditure records.
- Overseeing petty cash and processing incoming payments.
Information Technology Support
- Maintaining the patient information system and addressing IT issues.
- Training staff on system usage and troubleshooting.
- Ensuring compliance with data protection regulations.
Administrative Duties
- Managing clinical and non-clinical schedules.
- Supporting disease prevention campaigns and other initiatives.
- Overseeing document workflows and ensuring compliance with policies.
Clinical Governance
- Assisting with non-clinical audits and reporting data breaches.
- Maintaining organizational policies and ensuring they are up to date.
Health & Safety
The post-holder will assist in promoting and maintaining health, safety, and security as defined in the practice's policies.
Personal Development
The post-holder will engage in training programs as part of their professional development.
Communication
The post-holder should recognize the importance of effective communication within the team.
Confidentiality
The post-holder will handle sensitive information with the utmost confidentiality.
