Assistant Practice Administrator

4 weeks ago

Redditch, Worcestershire, United Kingdom Elgar House Surgery Full time

Position Overview

Elgar House Surgery is seeking a proactive and approachable Assistant Practice Administrator to become a vital part of our dedicated team. We aim to provide an environment where you can excel in your career, exhibit confidence in your leadership abilities, and take pride in the positive impact you have on patient care. Our practice is committed to fostering a supportive atmosphere for healthcare professionals, administrative staff, and management.

Key Responsibilities

In collaboration with the Practice Administrator, the successful candidate will ensure the efficient operation of the practice, delivering exceptional patient service while nurturing a motivated and cohesive team. The ideal candidate will be personable, highly organized, and resourceful, providing guidance and management to help the practice achieve its strategic goals in a productive and secure environment.

Core Duties Include:

  1. Acting as a central communication hub between the medical staff, Practice Administrator, and other clinical and administrative personnel.
  2. Ensuring that all administrative tasks are performed in accordance with established practice policies.
  3. Overseeing daily operations to guarantee efficiency and effectiveness.
  4. Assisting the Administrative Manager in training new staff on the appointment scheduling, telephone, and prescription systems.
  5. Supervising and coordinating the activities of the Administrative Manager.
  6. Monitoring the appointment system to ensure optimal patient flow.
  7. Maintaining professionalism within the team.
  8. Keeping the team updated on relevant issues as necessary.
  9. Reporting any significant matters to the Practice Administrator.
  10. Supporting the Administrative Manager in conducting annual performance reviews for administrative staff.
  11. Assisting in compliance with GDPR, safeguarding, and data protection regulations.
  12. Managing the upkeep of the practice environment.
  13. Overseeing the Data Security and Protection Toolkit and collaborating with the Practice Administrator as needed.
  14. Filling in for the Administrative Manager and Practice Administrator during their absences.
  15. Facilitating the integration of appointment systems on EMIS.
  16. Assisting in the management of HR and GDPR processes across the practice.
  17. Coordinating the induction program for new employees and ensuring adherence to training protocols.
  18. Providing ongoing support and training for staff to ensure compliance with data quality standards.
  19. Collaborating with the Administrative Manager to enhance the efficiency of the Reception/Admin team.
  20. Participating in the recruitment and selection process for new staff.
  21. Ensuring compliance with employment regulations during the hiring process.
  22. Identifying opportunities for process improvements and generating relevant reports.
  23. Managing the administrative team, including locums and students on placement.
  24. Overseeing the employment of Clinical Trainees and liaising with educational institutions.
  25. Assessing staff performance and identifying training needs.
  26. Monitoring staff welfare, including managing leave and absence.
  27. Handling challenging patient interactions with professionalism.
  28. Facilitating effective communication among team members.
  29. Coordinating meetings and tracking action items.
  30. Ensuring compliance with clinical governance and financial regulations.
  31. Maintaining practice protocols and updating them as necessary.
  32. Managing supplier contracts and procurement processes.
  33. Promoting effective communication within the team and with external agencies.
  34. Embracing change and contributing to the development of new ideas.
  35. Organizing locum cover and managing training sessions for clinical staff.
  36. Ensuring the integrity of clinical systems and supporting the transition to a paper-light environment.
  37. Implementing health and safety policies and conducting regular audits.
  38. Identifying and managing risks associated with practice activities.
  39. Maintaining cleanliness and safety standards across the practice.
  40. Reviewing incidents and implementing corrective actions as necessary.
  41. Working flexibly to ensure adequate coverage during core hours and beyond.

Qualifications and Experience

Essential:

  • Minimum of 1 year of management experience within the NHS.
  • GCSE grade A to C in English and Maths.

Desirable:

  • Experience in a primary care setting.
  • Leadership or management qualifications.

This job description is subject to periodic review and may be adjusted to reflect the evolving needs of the practice.

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