Senior Practice Administrator

**Job Title**:Senior Practice Administrator (with opportunity to progress to management position)**

**Responsible to: Practice Manager**

**Summary of Duties**:
To support the senior management team administratively in all aspects of practice functionality, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

To oversee administrative function for patient services, premises and health and safety management.

Through innovative ways of working, support the senior management team in promoting equality diversity & inclusion, health & safety, quality & continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the practice complies with CQC regulations.

**Main duties and responsibilities of the post**:
1. Overseeing the administration and support operations of the practice, ensuring staff achieve their primary responsibilities

2. Supporting the senior management team as required with projects, systems and procedures

3. Undertake tasks as directed by the senior management team in areas of change management and continuous improvement

4. Coordinate the practice diary, ensuring senior management team meetings are scheduled appropriately

5. Support the senior management team in the marketing of the practice

6. Drafting the practice newsletter on a quarterly basis

7. Reviewing and updating all administrative policies and procedures as required

8. Manage asset registers as directed by the senior management team

9. Maintain a working knowledge of ICB/ ICS initiatives

10. Oversee the administrative elements of QoF, & enhanced services, liaising with clinicians

11. Overseeing facilities management and highlighting issues with services

12. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.

13. Ensure that the Business Continuity Plan is maintained, and that staff receive the appropriate training and updates

**Training & Education**:
1. Coordinate rota, induction, feedback and training for all trainees within the practice

2. Identifying and delivering team training when required

3. Oversee the development, implementation and embedding and maintenance of an effective practice mandatory and enhanced training programme for all staff

4. Act as point of contact for all trainees in relation to non-clinical matters

**Health & Safety**:
1. Act as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately

2. Supporting the senior management team in monitoring compliance with health and safety legislation, providing leadership and direction for staff

3. Monitor and review health and safety policies and procedures, ensuring that all staff are trained and aware of health and safety legislation, regulations and procedures.

**Information Management and Technology**:
1. Ensure compliance with Information Governance requirements, including the Data Protection Act and all issues concerning confidentiality of patient information.

2. Provide support to all staff resolving issues with IT systems and equipment

4. Ensure back-up and disaster recover plans are in place and effective

5. Provide training to all staff as required, ensuring the effective use of all IT systems

6. Ensure staff adhere to practice policies regarding IT security and ensuring conformance to information governance

7. Deliver IT related elements of the staff induction programme

8. Build, generate and carry out searches as required by the organisation team to enable reports to be produced and action plans devised

9. Act as liaison between the organisation and external agencies for the management of all IT faults

10. Ensure the organisation website remains current and reflects the objectives of the organisation

11. Ensure all staff have the appropriate smartcard access to the clinical system and leavers are deducted timely

12. Oversee online patient access software

14. Support the Senior Management Team in the writing of IT related policies and protocols and user guides

15. Maintain practice website, social media accounts and NHS choices

16. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving local IT issues

17. Actively encouraging and promoting the use of patient online services

18. Reviewing and updating clinical templates ensuring they relate to current practice

**Financial Processes**:
1. Ensure invoices, purchase orders and delivery notes are coordinated and paid within the agreed timeframes

2. Maintain an effective system for the handling of petty cash

3. Make sure claims are submitted timely and accurately and that forecasts are updated accordingly

**Patient Services**:
1. Maintain an effective procedure for the receipt, inve