Management Support Administrator

WORKINGTON GP PRACTICE

**JOB TITLE: Management Support Administrator**

**REPORTS TO: Operational Service Managers**

**HOURS: Full Time - 37.5 hours over 5 Days**

**SALARY: A3 Salary Scale - £20,389.34 - £21,006.06**

**Job summary**:
To support the Operational Service Managers/Clinical Lead GP/Locality Lead with the day to day running of the practice, providing administrative support to the team. Using own initiative, being able to multi task whilst dealing with frequent interruptions and ability to work in an effective and efficient manner maintaining confidentiality at all times is of the upmost importance.

This role is varied, so the ability to handle multiple pieces of work and prioritise work is very desirable.

**Job responsibilities**
- Provide accurate, prompt and efficient administrative support to the locality management team
- Meetings administration; taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
- Support the development of locality updates gathering information for sharing from the management team and ensuring this is shared with all staff
- Assist in the review, audit and analysis of data such as telephone call data and performance data
- Implement new administrative procedures and systems as required
- Support with the management of the clarity team net system including incident management
- Often be the first point of contact on behalf of the Operational Service Managers
- Support with the development and management of all department staffing rotas
- Support the management of GP locum purchase orders
- Ensure confidential information is retained in an efficient and effective manner
- To support the Operational Service Managers/Nurse Lead in facilitation of co-ordinating leave requests, clinical rotas and EMIS clinical sessions to ensure appropriate levels of staffing
- To support the facilitation of booking of training courses ensuring all relevant training records are completed
- Working with the Operational Service Manager support with the daily overview of the incoming telephone call wall board and ensure that calls are being managed in a timely manner and that backlogs are kept to a mínimal
- Working with the Operational Service Manager support with the daily overview of the EMIS appointment books and ensure that all appointments are used appropriately and taking action when this isnt the case.
- Support with the movement of clinics
- Undertake other appropriate duties, as directed, being adaptable and flexible to service needs and changes across the locality.
- Undertake any other appropriate tasks as requested by the Locality Business Support Manager to meet the needs of the service.

**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
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- 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.

**Health & Safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified

**Equality and diversity**:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

- Acting in a way that recognises the im