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Senior Administrator/ Management Support
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1. Health and Safety and Risk Management Practice premises and Fire safety Be aware of policy. Assist Facilities Manager to ensure basic systems are in place. Health and Safety Risk assessment 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 Making effective use of training to update knowledge and skills Reporting potential risks identified.
Business continuity planning Be aware of arrangements and participate in implementation of these when necessary. Maintain and circulate up-to date information in the Disaster Planning file 2. Partnership Issues Locums Arrange locum cover for GP holidays, training days and sickness. Support locum GPs in post Partnership meetings Be aware of decisions, implementing action as directed.
Support our Management Team in taking identified actions. 3. Finance Payroll and pensions Process payroll and pensions in accordance with current protocols Petty cash Monitor expenditure. Operate systems.
Maintain safe system Invoice payment Maybe required to operate the BACs system for payment of invoices and salaries Monthly accounting Operate the GP Accounts Package to provide basic monthly financial reports Practice Income Monitor payments received and due from Shared Business Services, National commissioning Board, Local Authority and other sources to ensure that all anticipated income is received. Annual accounts Undertake annual preparation and submission of accounts Claims/targets/ quality payments Provide data to enable maximisation of income. Maintain claim and payment monitoring systems. Credit Card Terminal Monitor charges to maintain cost-effective provider of service.
PPA, Prescription Pricing Authority monthly returns Produce vaccine report for the end of month return of prescriptions to the Prescription Pricing Authority. Comment on any areas of data entry that could be improved. Maintain log of prescription charges. Maintain log of dispensary profit sheet.
Maintain log of dispensary month activity totals. 4. Human Resources Staff meetings
- Coordinate and attend where appropriate. Assist with annual leave and sickness recording Set up annual leave forms.
Manage the process of staff holidays, sickness and cover arrangements. Ensure records are kept. Recruitment and selection Participate in process. Act as panel member to interview junior staff as appropriate for staff Induction and training Support staff induction and manage mandatory and additional training requirements Employment practice Monitor and update personnel policies against external guidelines Disciplinary and grievance Be constantly aware of staff grievances and support Management Team in reconciling these.
Support the Management Team in identifying deficiencies in system and in contributing to project management of new systems. Smart Cards Take responsibility for security systems around staff smart cards. Operate the procedures that fall under the role of Sponsor, e g unlocking locked cards, ensuring that certificates are renewed before they expire. This job description is not exhaustive and may be adjusted periodically after review and consultation.
You will also be expected to carry out any reasonable duties which may be requested from time-to-time 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. Communication: The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly. Quality: The post-holder will strive to maintain quality within the practice, and will: Effectively manage own time, workload and resources Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute
