Senior Administrator

Job summary

This is a role established to support the organisation in carrying out day-to-day activities and to provide an element of cover or additional resource to our partner organisations as required.

The post-holder will work closely with, and under the direction of, the admin team lead and the management team to improve standards across a wide range of organisational activities, deputise for the admin team lead as and when required.

The post holder will undertake tasks in one or more specific area of responsibility HR, health and safety, medical secretarial services, medication, governance and compliance.

The post holder will supervise junior members of the team and conduct 1-2-1s, reviews and annual appraisals.

The post holder will be expected to provide reception cover at any of DDHF locations at short notice if required.

The position is challenging and suitable for someone who wishes to demonstrate initiative with a desire to develop their own skills further in our rapidly growing organisation.

In addition, the post-holder may be required to provide reception and/or administrative support to member practices on either a short or long term basis to cover absence, recruitment gaps or sickness or a long term placement/job share with member practices.

Main duties of the job

Offer general assistance to the team and project a positive and friendly image to patients and other visitors, either in person or via the telephone Ensure an effective and efficient service is provided to patients and any other visitors Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way Undertake a variety of administrative duties to assist in the smooth running of the organisation To have a thorough knowledge of all procedures and to work in accordance with written protocols Report risks, significant problems and issues to the relevant person ensuring appropriate reporting procedures are followed Promote Equality and Diversity and Health and Safety of self and others Promote and maintain DDHF Core Values Any other duties which may be required from time to time

Using judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner

Undertake tasks in one or more specific area of responsibility HR, health and safety, medical secretarial services, medication, governance and compliance.

Supervise junior members of the team and conduct 1-2-1s, reviews and annual appraisals.

Deputise for the admin team lead when required

About us

12 GP practices across Durham Dales got together, looking for a solution to help them provide the care patients needed, share resources and ideas, & be prepared for the challenges the NHS would face in the future.

The answer they came up with was a formal collaboration between the dozen practices: the Durham Dales Health Federation

DDHFs founding principal is to work together to provide high-quality, cost effective primary healthcare services. DDHF provide a range of services that all GP practices in the area can use to help look after patients.

Our range of staff, include Advanced Nurse Practitioners, Pharmacists, Health care coordinators & social prescribing link workers as well as non-clinical, administration support staff.

DDHF are able to offer a range of benefits to their employees; these are as follows;

Enhanced rates during weekends

Mileage claim (45p per mile)

Overtime is available

We currently do not do night shift

Flexible Working

NHS pension is carried over

Car lease scheme which is transferable.

We fully support training & development

Regular 1-2-1 support & appraisals

Bike Scheme

Salary Sacrifice Scheme (Currys?)

Dress Down Friday

Complimentary refreshments

Free Car Park

Health service discounts

Immunisations offered

Eye tests reimbursed

Job description

Job responsibilities

General Responsibilities

The administrator will be required to promote and support the mission and vision of the service for which they are responsible. They will:

Adapt to and support any changes that are implemented to improve the service

At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner

Demonstrate their commitment by the efficient completion of all tasks allocated

Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations

Adhere to equal opportunities policy throughout the course of their employment

Ensure building security; have thorough knowledge of doors/windows/alarm

Act as lead on shift when at hub sites

Rota management

Administration

Providing administration/ reception support to the wider DDHF team and our member Practices

Inputting data

Document management

Ensure urgent correspondence and items of relevance are immediately brought to the attention of the Business Manager, Chief Operating Officer, Chair and Directors and respond to correspondence, as appropriate

Circulate information to members of the wider DDHF team as required

Develop and maintain systems and update information to be shared between DDHF & member practices

Comply with any internal or external audits where required

Open and appropriate distribution of all postal correspondence

Minutes and coordination such as, Social and Wellbeing Team, The Health Care Coordinator Team, Pharmacy Team meetings and any ad hoc internals meeting as required

Minutes stakeholder meetings; such as PCN, Practice Manager, ICB

Ad hoc organisation of corporate events for DDHF

Ad hoc circulation of communications to Practices as required

Personal/Professional development

The post-holder will participate in any training programme implemented by DDHF as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for their own development, learning, and performance and demonstrating skills and activities to others

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. 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 organisation may only be divulged to authorised persons in accordance with the organisational policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members, patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Additional Senior Administrator Duties

HR & Training

Ensure the administration and support of workforce recruitment and new employee induction as determined by contract and or line managers and or team leaders requirements, in relation to arranging interviews and induction preparation and support, probation reviews.

Compose 2 week induction plans for new starters as appropriate to their role

Liaise with relevant departments to ensure that new starters and existing staff have IT relevant access and equipment

Ensure all relevant paperwork is completed for new starters and forward to relevant departments ( finance, HR)

Liaise with leads to establish new starter dates and relevant requirements

Scan Network Access Request form to IT department to follow up with the FT

Order any equipment or uniform for new starters

Ensuring thorough and accurate record keeping of staff records

Alerting the appropriate Business Manager when absence, timekeeping issues are identified etc.

Ensuring that probation reviews and appraisals are conducted by Team Leads/ Managers

Co-ordinating mandatory training requirements and ensuring staff are up to date

Ensuring that sign in sheets are completed for all training

Coordination of additional training such as CPR.

Create and manage the admin team rota.

Other ad hoc HR administration and coordination duties as required

Health and Safety and fire

Ensure routine H&S activities are undertaken on a timely basis fire alarm tests, fire warden training, PAT testing etc and are recorded in the appropriate area.

Liaise with other leads to establish new starter dates and relevant requirements

Ensure Health and Safety Checklist, DSE, and lone working Risk assessment is checked for any actions and team lead signs off

Scan Network Access Request form to IT department to follow up with IT department

Other ad hoc health and safety administration and coordination duties as required

Medical Secretarial Support

Typing letters, and associated documentation as required

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

Manage enquiries in an effective manner

Scanning of patient related documentation and attaching scanned documents to patients healthcare records

Input data into the patient's healthcare records as necessary

Process requests for information SAR, insurance / solicitors letters and DVLA forms

Coordination of meetings, and minute taking for any departmental meetings such as Social and Wellbeing Team, Clinical Team, Pharmacy Team etc.

Medicines and prescription Management

Conducting end of month stock taking/inventory at both hub sites and Innovation House.

Removal of out of date stock from hub sites and replenish with stock taken from Innovation House.

Ordering new stock from suppliers.

Secure delivery of new stock to Hub sites

Documentation of medications removed/replaced, including counting, recording, and verifying inventory

Governance support

Working closely with the management team to ensure effective management of all the policies/SOPs

Issuing of renewed policies/ SOPs on GP Teamnet for staff acknowledgement

Maintaining and updated the policy/SOP master list

Liaising with management team and alerting them to when policies/ SOPs are due for reviewing

Person Specification

Experience

Essential

A minimum of 2 years of experience in an administrative or office lead role. Experience of GP reception role Working knowledge of SystmOne Experience supervising, mentoring, and leading a team of administrative staff

Desirable

Previous experience of working in primary care

Qualifications

Essential

Level 3 Business Administration NVQ 5 GCSEs/O levels including English and Maths at grade C minimum (or equivalent)

Desirable

Secretarial qualification NVQ Level 4 in Administration or management

Knowledge & Skills

Essential

Knowledge of office equipment, software, and other administrative tools. Knowledge of conflict resolution and negotiation techniques Knowledge of data protection regulations and confidentiality protocols Strong written and verbal communication skills, with experience taking minutes, and creating correspondence. Pleasant disposition, helpful and effective telephone manner Professional approach to appearance and conduct Awareness and maintenance of confidentiality Accurate and methodical in completing tasks. Proactive and flexible with good time management. Ability to listen, to discuss and inform clearly Able to prioritise effectively Ability to use own initiative but seek help and support when needed Able to work in a team Ability to work autonomously without direction

Desirable

Knowledge of PCNs & INTs

Other

Essential

Reliable Flexible Positive can do attitude Ability to travel independently within the County Durham Locality. Able to provide cover at different bases within the County Durham Locality at short notice

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