Practice Administrator

**Job Purpose**:
The key role of the Practice Administrator is to perform administrative and clinical support duties on behalf of the office staff. The Practice Administrator supports other staff with organisational tasks and is vital to ensure the smooth running of the practice. As part of the operational team, the office assistant should demonstrate a high standard of customer service, maintain attention to detail, show skills in multi-tasking, co-ordination and communication. They must also work with accuracy and in accordance with the practice procedures, processes, and protocols, and always maintain complete confidentiality.

**Job responsibilities**:
**Provide support to** **the administrative staff**
- Support the middle management team in the day to day coordination of the practice
- Support the Practice Manager and Clinical Performance Manager to ensure quality performance and compliance across the practice
- Deal with any problems reported by the members of the team
- Coordinate the schedule for regular meetings and maintain accurate minutes, attend internal and external meetings when required to represent the Practice
- Assist with Rota management where required using appropriate systems
- Keep the practice manager/ middle management team informed of any matters arising or problems / potential problems
- Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
- Ensure communication systems are running smoothly and doctors, nurses, pharmacists, and non-clinical staff are kept fully informed of changes to and developments in operational procedures
- Assist with production, upkeep, and accessibility of practice procedures and protocols manual
- Creating and updating records ensuring accuracy and maintaining information validity
- Creating and updating current policies and protocols
- Creating, editing and updating spreadsheets
- Preparing documents such as invoices and delivery notes
- Resolve office-related and clinical room malfunctions and respond to requests and issues
- Assists with organising events

**Patients services**:

- Undertake daily key operational tasks, examples include running results/document links and appropriately allocating to clinicians, appointment text message system management and review
- Checking for outstanding work and making sure no tasks are overlooked or requests/documents are left unprocessed when practice team members are absent
- Manage Safety netting system
- Manage eRS workflow
- Manage SCR workflow
- Recalls including running weekly recall toll and recalling patients for LTC, cervical cytology, childhood immunisations and any other central database generated services/requirements
- Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date

Cytology

Support flu and other vaccination clinics and co-ordinate staffing

Pathology results

Immunisation recalls (excluding childhood immunisations)
- Manage patient information such as slideshow in the reception, leaflets, etc.

**Monitor stock levels, usage and re-order requirements of stationary, cleaning, refreshments and sundry items**
- Monitor office supply levels and where necessary, support in maintaining the levels of clinical supplies
- Maintaining office and clinical room equipment
- Supporting the HCA and nursing team with clinical room, reception and PPE stocking
- Managing the stock room and ensure stock rotation
- On a regular and ad hoc basis, monitor general usage and re-order requirements for stationary, cleaning, refreshment and sundry items.
- Ensure practice kitchen is stocked and maintained, including unloading the dishwasher
- Working with the Practice Co-ordinator to register, log, track and monitor the use of practice equipment via practice systems and processes.
- Monitor and maintain the stationary and cleaning budgets.
- Liaise with the practice manager for order or purchase requirements
- Checking the franking machine is in working order and has sufficient funds and managing outgoing post
- Signing for, unpacking and distributing packages

**Special statistical or data reports as required**
- Contribution to and submission of appropriate returns and reports as delegated by management to relevant bodies, including Greenwich CCG, NHSE

**Information technology**
- Ensure information and communication channels and file storage meet practice function and team needs and electronic accessibility requirements
- Have a full understanding of the appointment system
- Have a working knowledge of all software and hardware
- Add, remove or edit users on different IT platforms.
- Deal with IT issues and follow through to resolution
- Train/ support staff in use of systems
- Co-ordinate updates and changes to clinical system
- Co-ordinate the website and ensure content it is up-to-date and fit for purpose
- Manage Smart cards as an RA spons