Practice Administrator

Job Summary

An exciting opportunity has arisen for an organised, proactive, and enthusiastic Practice Administrator to join our Outstanding rated CQC Practice. You will become a valued part of our Practice, delivering high quality administrative support.  

 You must have:

• Minimum of 2 years’ administrative experience, or have been in an
• Strong organisational and time management skills, with excellent attention to detail.
• Excellent and confident communication skills, both written and verbal, with a professional and approachable manner at all levels of seniority
• Ability to handle sensitive and confidential information with the utmost professionalism
• Proficient in Microsoft Office (Word, Excel, Outlook)
• You must be able to drive and have access to your own vehicle.

What we offer:

• NHS Pension Scheme.
• Generous annual leave (minimum pro-rata equivalent of 27 days, more if you have previous NHS service up to 33 days)
• Access to Westfield Health Scheme after successful probation period
• Free Parking

Main duties of the job

• Ensure all new starters have uniform, smartcard, email and windows account organised.
• Support with new starter inductions
• To allocate Team Net e-learning modules and policies to the right staff in conjunction with the Management Team PA
• Ensure that staff are signing Practice policies and contact staff when they are outstanding in conjunction with the Management Team PA
• Supporting the Practice Manager and Management Team PA in completing claims e.g., PPA, quarterly enhanced service claims
• Receive and distribute Practice emails
• Responsible for ordering and monitoring stocks of vaccines and other medical supplies
• Responsible for ordering and monitoring all stationary supplies
• Monitor stock on all sites
• Upkeep of medical equipment register and organisation of equipment calibration
• Management of GP Registrar bags

About us

Larwood Health Partnership is a GP Practice based over 4 sites. We believe in delivering a first-class service to our patients and are rated as Outstanding by CQC. Our patient list size continues to grow and as a result we are looking for a conscientious individual to help ensure the smooth running of the practice.

Job description

Job Purpose

To undertake administrative duties for the Practice.

To portray the practice in a positive light at all times.

Principal accountabilities

1. Ensure all new starters have uniform, smartcard, email and windows account organised.
2. Support with new starter inductions
3. To allocate TeamNet e-learning modules and policies to the right staff in conjunction with the Management Team PA
4. Ensure that staff sign Practice policies and contact staff when they are outstanding in conjunction with the Management Team PA
5. Supporting the Practice Manager and Management Team PA in completing claims e.g., PPA, quarterly enhanced service claims
6. Receive and distribute Practice emails
7. Responsible for ordering and monitoring stocks of vaccines and other medical supplies
8. Responsible for ordering and monitoring all stationery supplies
9. Monitor stock on all sites
10. Upkeep of medical equipment register and organisation of equipment calibration
11. Management of GP Registrar bags

The above list of duties is not exhaustive and may be subject to change as deemed necessary.

Other duties and responsibilities

• Attend meetings as requested.
• Uphold confidentiality at all times
• Follow security procedures
• Follow open and closing down procedures
• Follow all Health & safety procedures
• Be a positive role model to others and promote the Practice in a positive light
• Carry out any other duties relevant to the role

Special Considerations

This role requires a flexible approach to work and the ability to prioritise and work on your own initiative.

You must have a strong professional outlook as well as strong interpersonal skills and an ability to communicate at all levels.

You must undertake any necessary training deemed appropriate for the role.

You must develop an in-depth knowledge of the Practice and its procedures

You must develop wider knowledge of the NHS

You must develop IT skills where necessary and use appropriate soft-ware programmes

You must have use of a car and the ability to drive to all sites.

Key skills

Being positive, self-motivated, resourceful, professional, tactful, proactive, adaptable and logical with great attention to detail, as well as excellent communication and IT skills and the ability to ensure the strictest of confidence.

Key Result Areas

1. Preparing and distributing agendas, documents and taking minutes and act on any actions for Partner/Managers/Practice/Mortality Review Meetings and PPG
2. Acting upon Emails for Practice/Business/Estates when requested.
3. Ensure that OPEL scores are submitted each week
4. Ensure that ONS are submitted monthly
5. Ensure Edgecumbe 360’s are provided to GP’s requested them prior to their revalidation
6. Organise appraisals/reviews for Practice/Business/HR/Finance teams
7. Cover the Estates Manager when on annual leave including meter readings, receipts for Caretakers and maintenance checks and first aid boxes for each site and record  Estates Team sickness and annual leave requests
8. Estates day to day requests and remedial actions (e.g., photocopier not working, phone issues etc)
9.   To book rooms for meetings when requested
10.  Screening phone calls, enquiries and requests, and handling them when appropriate    
11.   Organising and maintaining diaries and making appointments
12.   Meeting and greeting visitors at all levels of seniority
13. Assistance for Practice projects such as. phone systems, accelerate program and decorating etc)
14.   Organise in house BEST’s including venue, content and food
15. Organise Practice social events including venue, content and food
16. Organise GP lunches
17. Order Practice stock
18. Ensure the record of spend spreadsheet is up to date 

19.   To photocopy, scan and file when requested  
20.   Ensure that clinical audits have been completed by clinicians and managers annually
21.   Supporting the Practice Manager on completing claims e.g., PPA
22.  Ensure cause of deaths/inquests have been received and liaise with GP’s and add to the mortality register/review meetings if requested
23. To organise all training including mandatory training across the organisation -e.g, Fire Marshall Training, First Aiders, CPR and Oliver McGowan
24. To liaise with Rota Managers to release staff to attend training sessions
25. To ensure that an attendance form is signed by all staff at the training session
26. To produce and distribute certificates for those that have attended training sessions
27. To ensure training records are up to date
28. To keep the posters up-to-date on sites for all staff that are Fire Marshalls and First Aiders
29. To allocate TeamNet e-learning modules and policies to the right staff
30. Ensure that staff are signing Practice policies and contact staff when they are outstanding

31.   Updating TeamNet with documents and policies when requested
32.   Update the website in conjunction with the Digital and Transformation Lead

Other Duties and Responsibilities

• Attend meetings as requested
• Uphold data and personal confidentiality at all times
• Follow security procedures
• Follow all site specific Health & Safety procedures
• Be a positive role model to others and promote the Practice in a positive light
• Carry out any other duties relevant to the role and Site specific as necessary
• Ensure adherence in line with company policies & procedures

Communications and Working relationships:

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 people’s needs for alternative methods of communication and respond accordingly

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 will 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
• All staff providing direct patient care must ensure that they follow procedures aimed at reducing the risk of passing on the organisms that can cause infections.  All staff, collectively and individually, have a duty of care in following best practice in adherence to guidelines which is a fundamental requirement in underpinning the management of Infection Control.

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 recognises the importance of people’s 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 responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• 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 to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Work effectively with individuals in other agencies to meet patients’ needs
• Effectively manage own time, workload, and resources