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Practice Operations Administrator
2 months ago
Job Title: Practice Operations Administrator
Job Summary:
We are seeking a highly organized and detail-oriented Practice Operations Administrator to join our team at Haresfield Surgery. As a Practice Operations Administrator, you will play a crucial role in supporting the Practice Manager and Assistant Practice Manager in the day-to-day operations of the practice.
Main Responsibilities:
- Provide first-line administrative support to the Management Team across all multi-functional areas.
- Support the Practice Manager with recruitment, onboarding, and personnel administration.
- Manage internal training records for all staff and book external training courses and resources.
- Update daily absence and sickness records, liaising with management where necessary.
- Assist with the implementation of new and updated commissioning policies, liaising with other Team Members where necessary.
- Update weekly and monthly workforce and practice capacity reporting to commissioners.
- Manage room bookings for practice, including external bookings of shared Boardroom.
- Maintain a register of premises issues reported by colleagues for both sites, whilst liaising with management to resolve reported problems.
- Manage the Policies and Procedures register, support, and administer updates and annual reviews, and help support the adoption and acceptance from the wider practice team.
- Assist with the maintenance of all processes and compliance, in preparation for CQC inspections and ongoing governance.
- Conduct internal audits, quality control checks, and participate in external inspections to maintain accreditation and certification standards.
- Assist where directed with the investigation of any incidents, errors, or complaints related to practice activities, implementing corrective actions as necessary.
- Support Management to investigate complaints and Significant Events, whilst maintaining an up-to-date register of events and outcomes.
- Support planned meetings such as Clinical Governance and PPG Meetings, and provide minute-taking support where needed.
Requirements:
- Proven experience in a General Practice setting, with a broad range of skills and knowledge.
- Willingness to develop leadership and supervisory skills.
- Strong organisational skills, attention to detail, and ability to prioritise tasks in a fast-paced environment.
- Trustworthy, with an ability to maintain business confidentiality at all times.
- Excellent communication, interpersonal, and teamwork abilities.
- Proficiency in General Practice clinical software and computer literate.
- Commitment to patient-centred care, confidentiality, and ethical conduct.
Working Conditions:
The main place of work will be based at Haresfield Surgery, but there may be occasional times where travel is required to the practice's branch Surgery in Kempsey.
Health & Safety:
Working within a healthcare environment, the post-holder must take responsibility for their own and others' health, safety, and security.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters.
- They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- Information relating to patients, carers, colleagues, other healthcare workers, or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Equality and Diversity:
- Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues.
- Behaving in a manner that is welcoming to the individual, is non-judgmental, and respects their circumstances, feelings, priorities, and rights.
Personal/Professional Development:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others who are undertaking similar work.
