Admin Support Coordinator

**About the role**

The newly formed Totally Urgent Care Division, is a leading provider of national urgent care and out of hospital services following the merge of Vocare and Greenbrook.

We are looking for an Administration Support Co-Ordinator who will provide a comprehensive secretarial and administrative support service to the Service Manager, Operations Manager, Lead GP/Nurse and other health care professionals within the Urgent Care Centre (UCC) to ensure service objectives are achieved efficiently and effectively. Key functions of this role will include developing and executing regularly and timely reports on various aspects of the service, processing all invoices for payments (including checking accuracy of payments), coordination with various internal and external organizations requesting information regarding the service. The key functions of this role will evolve over time based on service needs.

**Your day to day**

**Service Reporting & Performance Management**
- Deliver information to various external organizations such as Child Protection and the police department and internal organization such as A&E and other Greenbrook sites
- Work actively, systematically and collaboratively to support the Administration Manager and Service Manager in any other service reporting and performance measurement items

**Finance & Invoices**
- Recording of all invoices and verification against rotas, including but not limited to, agency-related staff invoices
- Preparation of invoices for validation by Service Manager for timely payment
- Recording and monitoring of all pay and non-pay expenditure.

**Human Resource (HR) Management**
- Support Service manger in various HR tasks, such as the appraisal and development of the reception team
- Assist internal (e.g. Greenbrook personnel on-site and not-on site) and external parties (e.g. police department, child protection) in the resolution of minor disputes and grievances

**Clinical Governance**
- Recording all complaints/incidents and reporting in a timely manner to the Management Team
- Monitoring timely completion of all investigations and complaint responses through weekly team meetings

**Rota Support**
- In the absence of an Operations Manger
- compile the doctor, nursing and reception staff rotas, including logging shifts onto Rotamaster and contacting and recruiting all staff members for appropriate shifts
- Support the Service Manager in filling the rota three months in advance as a minimum to maintain efficiencies and stability
- Lead in filling all vacant shifts, ensuring there is a weekly contingency in place
- Liaise with Agencies/bank staff and central team
- Collecting and maintaining all compliance documents for newly recruited staff members are collated and inputted into Rotamaster.

**Qualifications, Experience & Training**
- GCSE Level
- Excellent written and spoken command of the English language
- Knowledge of medical terminology
- Relevant and recent experience working in an administrative/ secretarial role.
- Experience of working to and implementing local policies and procedures
- Previous experience of Systmone, odyssey, symphony, Adastra, CAMIS, PAS would be desirable.

**Rewards & Benefits**
- 25 days annual leave
- Perkbox (online discount portal)
- 6% Employer Pension contribution
- Share save scheme
- Opportunities for career development
- Employee assistance program
- Virtual GP Services - 24/7 GP Appointments
- WeCare Wellbeing
- Totally plc addresses the challenges of increased demand on healthcare services by delivering high-quality planned, urgent and insourced healthcare across the UK and Ireland._