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Senior Administrator

4 weeks ago

Liverpool, Liverpool, United Kingdom Dingle Park Practice Full time

About the Role

Dingle Park Practice is seeking a highly skilled and experienced Senior Administrator to join our dynamic team. As a key member of our administration department, you will be responsible for delivering exceptional administrative support to our staff and patients.

Key Responsibilities

  • Oversee the administration and support operations of the practice, ensuring efficient completion of tasks.
  • Support the Assistant Practice Manager with staff development, providing guidance and direction.
  • Identify and deliver team training where required.
  • Compile reception and administration staff rotas.
  • Review and update all reception and administration policies and procedures as needed.
  • 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 the 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 the 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 the building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately.
  • Maintain the practice website, newsletters, leaflets, 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.
  • Participate 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.

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.