Senior Administrator
1 week ago
We are seeking a highly skilled and experienced Senior Administrator to join our team at Dingle Park Practice. As a key member of our administrative team, you will play a vital role in ensuring the smooth operation of our practice.
Key Responsibilities- Oversee the administration and support operations of the practice, ensuring that all tasks are completed in a timely and efficient manner.
- Support the Assistant Practice Manager with staff development, providing guidance and direction to ensure that staff are up to date with mandatory training.
- Identify and deliver team training where required, to enhance the skills and knowledge of our administrative staff.
- Compile and manage reception and administration staff rotas, ensuring that adequate cover is provided for periods of leave and other staff absences.
- Review and update all reception and administration policies and procedures as required, to ensure that they are compliant with current legislation.
- Support the management team in the compilation of practice reports and the practice development plan, to ensure that our practice is operating effectively and efficiently.
- Develop, implement and embed efficient reception and office processes and procedures, to ensure that our practice is operating in accordance with best practice.
- Maintain an effective appointment system for all services, to ensure that patients are able to access our services in a timely and efficient manner.
- Oversee workflow management, to ensure that all tasks are completed in a timely and efficient manner.
- Ensure that the NHS mailbox is managed efficiently and promptly, to ensure that all correspondence is dealt with in a timely and efficient manner.
- Act as a focal point for communication, advising reception and administrative staff on methods of communication and best practice.
- Act as a focal point for the practice, managing requests from external organizations such as the DVLA, Solicitors, Insurance companies, Police and other organizations.
- Coordinate the provision of temporary reception and administration staff, to ensure that adequate cover is provided for periods of leave and other staff absences.
- Update the appointment system to reflect leave and other approved absences, to ensure that patients are able to access our services in a timely and efficient manner.
- Provide initial guidance and advice to patients who wish to complain, to ensure that their concerns are dealt with in a timely and efficient manner.
- Manage all deliveries to the practice, ensuring adherence to the cold chain policy as necessary.
- Act as building fire marshal, ensuring that evacuation lists are current and that the visitors log is used appropriately.
- Maintain the practice website, newsletters, leaflets and noticeboard, to ensure that our practice is represented in a professional and effective manner.
- Process changes to patient registration, deduction of record and new patient registration, to ensure that our patient records are accurate and up to date.
- Welcome patients and visitors to the practice, directing requests appropriately.
- Liaise with external agencies such as hospitals and community services, ensuring that referrals are processed efficiently.
- Deputize for the Assistant Practice Manager during periods of absence, to ensure that the practice continues to operate effectively and efficiently.
- Participate in audit as directed by the audit lead, to ensure that our practice is operating in accordance with best practice.
- Coordinate and produce meeting agendas and record the minutes of meetings as required, to ensure that our practice is represented in a professional and effective manner.
- Monitor and promote the use of the Friends and Family Test, to ensure that our patients are able to provide feedback on our services.
- Champion continuous improvement, encouraging staff to participate and make suggestions for CI initiatives, to ensure that our practice is operating in a continuous improvement environment.
- Schedule and take minutes for the Patient Participation Group Meetings, to ensure that our patients are able to participate in the decision-making process.
We are looking for a highly skilled and experienced Senior Administrator who possesses the following qualifications and experience:
- GCSE English (C and above) and at least 3 others.
- Desirable qualifications include Educated to A-level / equivalent or higher, with relevant experience, AMSPAR Qualification, NVQ Level 2 in Health and Social Care, and Leadership and / or Management Qualification.
- Essential experience includes experience of working with the general public, experience of administrative duties, experience of working in a healthcare setting, and experience of leading / managing a team.
- Desirable experience includes experience of providing appraisal writing and staff development.
- Essential skills and personal qualities include excellent communication skills (written and oral), strong IT skills (generic), clear, polite telephone manner, competent in the use of Office and Outlook, EMIS / Systemone / Vision user skills, effective time management (Planning & Organising), ability to work as a team member and autonomously, good interpersonal skills, problem solving & analytical skills, ability to follow policy and procedure, polite and confident, flexible and cooperative, motivated, initiative and judgement (knowing when to ask for help), forward thinker, high levels of integrity and loyalty, sensitive and empathetic in distressing situations, ability to work under pressure, flexibility to work outside of core office hours, Disclosure Barring Service (DBS) check, and maintains confidentiality at all times.
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