Administrative Coordinator

Job summary

Thisis a fantastic opportunity to be part of an innovative, close-knit teamdelivering a range of Primary Care services for the population of Leeds. As anintegral part of the operational team, you will be providing administrativesupport to a number of dedicated workstreams.

TheAdministrative Coordinator will work alongside the Business and OperationsManager and Service Delivery Managers to contribute to the achievement of serviceobjectives by improving administrative processes and services provided to ourservice users.

Thepost holder will be a key member of the operational team, playing an activepart in the delivery of services.

Main duties of the job

MAIN DUTIES

Develop and maintainStandard Operating Procedures for all aspects of work.

Act as an initialpoint of contact for telephone and email queries; effectively responding to enquiresand issues.

Be responsible for theday-to-day delivery of business and operational administration support for thework undertaken by the Operational Management Team.

Escalate risks orissues to the appropriate person Service Delivery Manager.

Participate and contribute to various service deliverymeetings and complete actions within planned time.

Contribute to ongoing development and continuous improvementof services within the operational portfolio capabilities.

Take a proactiveapproach in providing day-to-day support to business operations.

Support the servicedelivery team by collecting service quality and performance data.

Provide efficient andeffective administrative support to operational meetings, including the timely circulationof agendas, papers, action logs and accurate minute taking.

Works with team membersand colleagues to continually improve the quality of services within theoverall organisational governance frameworks and service objectives.

Works with team membersand colleagues to identify, manage and minimise risks within the overallorganisational risk management frameworks. This includes understanding andapplying knowledge of admin role in incident management.

About us

TheLeeds GP Confederation has two purposes:

To be a voice for and representGeneral Practice in the Leeds Health and Care System:

A collective voice for General Practice that will be heardthroughout the health and care system

Through representation and active participation in the health& care system to contribute to the setting of strategy and decision making

To hold contracts to enhance access to healthcare acrossLeeds and to provide a range of services to General Practices:

By providing services and holding contracts that directly supportGeneral practice

By having an infrastructure that enables, where appropriate, atscale working for the benefit of general practice and populations

Inclusive transparent governance

Not-for-profit

For further information, please go to

Job description

Job responsibilities

GENERALDUTIES

In agreement withtheir line manager carries out such other duties as may be reasonably expectedin accordance with the grade of the post.

Build and maintainprofessional working relationships with stakeholders.

Excellent written and verbalcommunication skills

Strong organisational abilities,capable of planning and prioritising effectively.

Ability to work well under pressureand execute tasks to a high standard whilst supporting peers.

Good questioning skills to enableissues/problems to be identified and resolved.

Awareness and experience of workingwith and respecting confidential material.

Confidentiality

During the course of your employment,you may have access to, see or hear information of a confidential nature andyou are required not to disclose such information, particularly that relatingto patients and staff.

The post holder must be compliant withthe principles of GDPR at all times.

You must not make any disclosure to anyunauthorised person or use any confidential information relating to thebusiness affairs of Leeds GP Confederation, unless expressly authorised to doso by Leeds GP Confederation.

Equal Opportunities

You are at all times required to carryout your responsibilities with due regard to the Leeds GP Confederations Equal Opportunities Policy and toensure that staff receive equal treatment throughout their employment with Leeds GP Confederation.

Conflict of Interests

You are not precluded from acceptingemployment outside your normal working hours. However, such other employmentmust not in any way hinder or conflict with the interests of your work in the Leeds GP Confederation

Code of Conduct for Professional Group

All staff are required to work inaccordance with their professional groups code of conduct.

Risk Management

Risk management involves the culture, processes and structuresthat are directed towards the effective management of potential opportunitiesand adverse effects. Every employee must co-operate with Leeds GP Confederation to enable allstatutory duties to be applied and work to standards set out in Leeds GP Confederations RiskManagement Strategy.

Governance and statutoryrequirements

The post holder is expected to complywith the governance arrangements and policies and procedures of theorganisation, available on the LeedsGP Confederation intranet.

Equal Opportunities and Diversity

Leeds GP Confederation has anabsolute commitment to equal opportunities based on sound management practice,respect for the individual and legislative compliance. The post-holder must at all times carry outhis/her responsibilities with regard to the Leeds GP Confederations Equal Opportunities Policy.

Health and Safety & Risk management

Employees must be aware of the responsibilities placed upon themunder the Health and Safety Work Act 1974, to ensure that the agreed safetyprocedures are carried out to maintain a safe working environment for patients,visitors, and employees.

Employees must wear personal protective equipment where provided.

Allemployees are expected to comply fully with the Leeds GP Confederation fire policies and procedures to meettheir responsibilities in relation to fire safety. All staff are also expectedto maintain safe infection control practices at all times.

Allemployees are responsible for reporting any accidents, untoward occurrences,and potential hazards to their line manager even when no injury or propertydamage has resulted.

Infection control

All staff have a responsibility to contribute to the reduction ofhealthcare acquired infection by the adherence to best practice.

Staff are expected to comply with hand hygiene guidelines andensure all equipment used for patient care is clean and fit for purpose.

Staff are requested to report any environmental concerns regardingbreach of infection prevention guidelines to their line manager.

InformationGovernance

Confidentiality is both a moral andcontractual obligation and applies both inside and outside of work. Any mattersof a confidential nature, and in particular any information relating topatients, individual staff records and details of contract prices and termsmust, under no circumstances, be divulged or passed to any unauthorised personsat any time during your employment or afterwards.

All notes,emails, records, and other documents, regardless of medium, are and shallremain the property of Leeds GPConfederationand shall be handed over by you to Leeds GP Confederation from time totime on demand and, in any event, upon termination of your employment. Allassets issued to you (such as identity card, car parking pass, equipment,office keys etc) must be surrendered to Leeds GP Confederation upontermination of your employment and, where applicable, on change of employmentwithin Leeds GP Confederation.

As a user of information,you must be aware of your responsibilities, both legal and other, and complywith all policies and procedures issued by Leeds GP Confederation and associated Codes of Conduct and work within the principlesoutlined in the information governance framework. This includes informationsecurity (including encryption and, where applicable, home working and remoteaccess), records management and information quality responsibilities.

Under the common law duty ofconfidentiality, you may be personally liable in a court of law forunauthorised disclosure of personal data. In addition, the wilful or negligentdisclosure of confidential information or disregard for Leeds GP Confederation information governance framework would be a breach of thedisciplinary rules and could result in summary dismissal. Should you breachthis clause after your employment has ended, Leeds GP Confederation may takelegal action against you.

SafeguardingChildren/ Vulnerable Adults

All Staffwithin Leeds GP Confederationshare a commitment to safeguard and promote a child's or vulnerable adultswellbeing. As an organisation we need to ensure that all staff who come intocontact with children/vulnerable Adults in their daily activities or provideservices to adults with children or vulnerable adults receives mandatorysafeguarding training which is appropriate to their role. In addition to thisyou will be expected to work in accordance with the policies and proceduresrelating to Safeguarding Children/vulnerable adults that have been agreed by Leeds GP Confederation.

The Administrator& Rota Coordinator will act as a central point of contact between theOperations Team and extended access workers; ensuring good communication withand a high level of responsiveness to those who contact the office of theOperations Team.

The Administrator & Rota Coordinator will provideadministrative and rota coordination support to the Business and OperationsManager, Head of Contracting and Performance and Operational Team Leaders inthe delivery of Extended Access and NHS Health Checks services to the patientsof Leeds.

The Administrator & Rota Coordinator will support thedelivery of patient services by ensuring the smooth and efficient running ofall administrative and business support processes including resourcing and rotamanagement, management of invoices and the management of stock and hubfacilities.

Person Specification

Qualifications

Essential

English & Maths to GCSE level A to C or equivalent qualification. Must be willing to participate in any relevant training identified to develop skills required to carry out duties.

Desirable

Administration/Customer Care or equivalent qualification.

Experience

Essential

Experience of working in a busy office environment where working to deadlines and multi-tasking is essential. Meeting management including minute taking and distribution of meetings materials such as agendas

Desirable

Experience working within a healthcare environment, with an understanding of system pressures

Systems and Applications

Essential

Competent in the use of Microsoft Office packages including Outlook, Word, Excel, and PowerPoint Knowledge of working with systems or software

Desirable

Knowledge of SystmOne and/or EMIS Experience using design software such as Lucid or Canva

Personal Attributes

Essential

Enthusiastic, proactive and self-motivated with excellent time management skills. Excellent communication skills; written and verbal Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate

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