Administration Team Leader

**Main Duties and Responsibilities**: Daily review of team workloads to ensure all processes are being followed and daily tasks are being processed within the required timeframes Responsible for the management and allocation of shifts for relevant teams to ensure an accurate rota and staffing levels are achieved. To ensure that relevant teams have the skills, knowledge and development to meet the practice requirements related to the achievement of targets and management of clinical data from whatever source. Ensure practice policies are followed and accurate records are kept, with particular reference to: appointments, coding of information, births and deaths, TRs and patient registrations including ensuring the systems are in place for checking receipt of patient notes and returning notes to the external store. Have a clear understanding of operating systems including EMIS and the practice telephone system.

Manage effective communication with patients in regards to repeat prescription ordering, online ordering of prescriptions, issues with prescription, GP appointments, general enquiries and patient information. To work with other departments and management to manage tasks and liaise with other members of the primary health care team, outside agencies and practice volunteers as required. Complete a monthly safety review for prescriptions issued and reasons for reprints. Report any issues, key learnings and actions.

Review all critical incidents, discuss with relevant team and liaise with appropriate manager to contribute to whole practice review. Implement changes if required. Oversee EMIS Medicine Management to ensure the smooth signing of electronic prescriptions, issuing of prescription and requests for repeat medication. Ensure all repeat prescriptions are processed within 24 hours.

To ensure all protocols and standard operating procedures (SOPs) are followed. To have general understanding of all key operational responsibilities as applied to the location e.g. safety, security, maintenance of equipment ect and report as necessary to operations manager. HR Lead on recruitment for the relevant teams, provide induction training and ongoing performance review including annual appraisals Liaise with management team concerning staffing and organisation of work Ensure that team members are up to date with all mandatory training and training needs are identified and managed.

Provide staff with encouragement, support and regular feedback on their performance and development. Manage annual leave, time in lieu/overtime and absence Manage any grievance or disciplinary procedures 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, to 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 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 recognizes the importance of peoples 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibilit