Senior Administrator

2 months ago

Liverpool, Liverpool, United Kingdom Dingle Park Practice Full time

About Dingle Park Practice

Dingle Park Practice is a dynamic and fast-paced healthcare organization that delivers high-quality care to our patients. We are seeking a highly skilled and experienced Senior Administrator to join our team.

Job Summary

The Senior Administrator will play a crucial role in delivering extensive administrative support to our practice. This includes managing daily work priorities, fostering efficient communication across different stakeholders, and ensuring the seamless functioning of operations.

Main Responsibilities

  • Oversee the administration and support operations of the practice, ensuring administration functions are completed in a timely and efficient manner.
  • Support the Assistant Practice Manager with staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.
  • Identify and deliver team training where required.
  • Compile reception and administration staff rotas.
  • Review and update all reception and administration policies and procedures as required.
  • Support the management team in the compilation of practice reports and the practice development plan.
  • Develop, implement, and embed efficient reception and office processes and procedures to adhere to extant legislation.
  • Maintain an effective appointment system for all services.
  • Oversee workflow management.
  • Ensure NHS mailbox is managed efficiently and promptly.
  • 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 DVLA, Solicitors, Insurance companies, Police, and other organizations.
  • Coordinate the provision of temporary reception and administration staff ensuring sufficient cover is provided for periods of leave and other staff absences.
  • Update appointment system to reflect leave and other approved absences.
  • Provide initial guidance and advice to patients who wish to complain.
  • Manage all deliveries to the practice, ensuring adherence to the cold chain policy as necessary.
  • Act as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately.
  • Maintain the practice website, newsletters, leaflet, and noticeboard.
  • The processing of changes to patient registration, deduction of record, and new patient registration.
  • Welcome patients and visitors to the practice, directing requests appropriately.
  • Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.

Secondary Responsibilities

  • Deputize for the Assistant Practice Manager during periods of absence.
  • Partake in audit as directed by the audit lead.
  • Coordinate and produce meeting agendas and record the minutes of meetings as required.
  • Monitor and promote the use of the Friends and Family Test.
  • Champion continuous improvement, encouraging staff to participate and make suggestions for CI initiatives.
  • Schedule and take minutes for the Patient Participation Group Meetings.

Person Specification

Qualifications

  • GCSE English (C and above) and at least 3 others.

Desirable

  • Educated to A-level / equivalent or higher, with relevant experience.
  • AMSPAR Qualification.
  • NVQ Level 2 in Health and Social Care.
  • Leadership and / or Management Qualification.

Experience

  • Experience of working with the general public.
  • Experience of administrative duties.
  • Experience of working in a healthcare setting.
  • Experience of leading / managing a team.

Skills and Personal Qualities

  • 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.
  • Other requirements.
  • Flexibility to work outside of core office hours.
  • Disclosure Barring Service (DBS) check.
  • Maintains confidentiality at all times.

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