Job summary
The purpose of the Central Administration Hub is to encourage a
collaborative environment of learning and innovation within a single
geographical location supporting a group of GP practices.
Effective and efficient administration is vitally important to
help individuals to move onto the next step of their healthcare journey safely and
to provide them with access to the right information about their health when
they need it.
This is achieved by the effective
handling (and standardisation) of clinical documentation, patients paper
records and parts of the registration process, non-NHS private work related to
the patient as well as other administration tasks., This administration is
processed in a timely, safe, and efficient manner ensuring that medical records
are up to date when needed.
The rate of pay is £11.80 per hour and will be a 22 hour week. You can benefit from either an NHS or Nest Pension.
Closing date 03rd May 2024
Main duties of the job
- To support and guide the team to achieve a high-level performance/quality which will align with the Administration Hub set objectives.
- Provide support with reporting, supporting the team with general issues and to escalate to supervisor when required, supporting the supervisor which specific tasks among other admin duties
- Be responsible for completing your own assigned administration tasks to the highest standard
- On occasions when required, undertake the agreed safety checks, and ensure staff audits are completed and periodically checked by a clinical team member or clinical lead within SHS.
When required coordinate annual leave requests to ensure they safely meet service requirements,
- Escalate any reports of significant incidents to your supervisor and support with any training required from these
On occasions make updates to a staff rota, so that any shortfalls in capacity or increases in demand are escalated so that workload is processed within the agreed timescales.
- When required by your supervisor assist with Collating Timesheets for whole team and report using Monthly payroll spreadsheet.
About us
As
the team Leader you will support your supervisor to ensure that staffing
resources are effectively used to provide a timely and responsive service at
all times.
Job description
Job responsibilities
- To support when required by your supervisor to Report Monthly Sickness, Appraisals & Mandatory training to Central HR Payroll
- Complete and send any Admin Hub reports for your Line manager and/or Central team as advised.
- Be the team leader for all Hub Administrators including Apprentices and Bank staff when applicable.
- Share improvements and changes across the team or to wider audiences if necessary.
- To support with development of systems and processes to encourage the growth of the service/provision.
- Escalate to your supervisor and support with communicating directly with clinical leads when required to ensure safety of patients is adhered to
- Ensuring your team follow the processes for completing all assigned administration tasks, identifying, carrying out actions and to support and assist when necessary.
- Identify the complex or higher risk areas that require input or knowledge from your Line Manager and or the clinical team. This includes safeguarding issues.
- Work to the agreed protocols.
- To support with training for new starters and continuous training for existing staff.
- Receive feedback positively on both yours and the teams work.
- Undertake 1:1 meetings with your team members
- Both through the GP Lead(s) and directly, work closely with the practice non clinical teams and clinical teams to ensure that you are providing a safe and high-quality service to the practice.
- Make and work to an agreed work plan for the Admin Hub, following the agreed task times. You will ensure that any shortfalls in capacity or increases in demand are escalated so that Administration tasks are processed within the agreed timescales.
- Be part of a team undertaking experiments to test ideas for future improvement and development
- Effectively Support Line Management
Job description
Job responsibilities
- To support when required by your supervisor to Report Monthly Sickness, Appraisals & Mandatory training to Central HR Payroll
- Complete and send any Admin Hub reports for your Line manager and/or Central team as advised.
- Be the team leader for all Hub Administrators including Apprentices and Bank staff when applicable.
- Share improvements and changes across the team or to wider audiences if necessary.
- To support with development of systems and processes to encourage the growth of the service/provision.
- Escalate to your supervisor and support with communicating directly with clinical leads when required to ensure safety of patients is adhered to
- Ensuring your team follow the processes for completing all assigned administration tasks, identifying, carrying out actions and to support and assist when necessary.
- Identify the complex or higher risk areas that require input or knowledge from your Line Manager and or the clinical team. This includes safeguarding issues.
- Work to the agreed protocols.
- To support with training for new starters and continuous training for existing staff.
- Receive feedback positively on both yours and the teams work.
- Undertake 1:1 meetings with your team members
- Both through the GP Lead(s) and directly, work closely with the practice non clinical teams and clinical teams to ensure that you are providing a safe and high-quality service to the practice.
- Make and work to an agreed work plan for the Admin Hub, following the agreed task times. You will ensure that any shortfalls in capacity or increases in demand are escalated so that Administration tasks are processed within the agreed timescales.
- Be part of a team undertaking experiments to test ideas for future improvement and development
- Effectively Support Line Management
Person Specification
Experience
Essential
- Proven previous experience in leading a team and people management
- Experience of supporting with administrative services
- Experience of supporting with Audits
- Experience at managing a budget or capability to be trained in supporting with budget management
- Experience of leading on the provision of a diverse range of administrative services to support teams to achieve organisational objectives
- Experience of training new & existing staff
Desirable
- Experience in specialised areas of administration or capacity to be trained
Knowledge and Skills
Essential
- Good knowledge of Information Governance and Data Protection
- Have knowledge of medical terminology and Read coding or the capacity to be trained
- Work well under pressure
- Demonstrates enthusiasm and a strong sense of teamwork
- Uses own initiative and has clear boundaries, seeking advice when necessary
- Excellent organisational and time management skills
- Excellent working knowledge and experience of patient clinical systems and how they are used in General Practice or other primary care or community services.
- Good Knowledge and experience of General Practice and the environment and challenges they currently face.
- Will have a curiosity to identify potential improvements and an ability to support with leading experiments
- You will be able to use data to analyse improvements
- Ability to listen carefully and communicate effectively and sensitively (verbal and written) to staff at a range of levels
- Excellent Organisational skills
- Demonstrates the ability to work without direct supervision and determine own workload priorities in a changing working environment
- Intermediate knowledge or Word and Excel. You will have fast and accurate keyboard skills to RSA III or equivalent.
- Attention to detail in the reading of all correspondence, patient notes and data entry.
- Able to fully recognise changes needed within a team to enhance working environment and know when to escalate any need for change to the correct individual
- Have a pro-active approach and excellent communication skills with all staff and outside agencies
- Able to recognise the significance of different situations (including emergencies) and take appropriate action, following standard policies and procedures
Desirable
- Knowledge of Non-NHS Private work processes or capacity to be trained
Qualifications
Essential
- English and Maths GCSE or equivalent (Grade A* to C)
Desirable
- Formal leadership or management training/qualification
Person Specification
Experience
Essential
- Proven previous experience in leading a team and people management
- Experience of supporting with administrative services
- Experience of supporting with Audits
- Experience at managing a budget or capability to be trained in supporting with budget management
- Experience of leading on the provision of a diverse range of administrative services to support teams to achieve organisational objectives
- Experience of training new & existing staff
Desirable
- Experience in specialised areas of administration or capacity to be trained
Knowledge and Skills
Essential
- Good knowledge of Information Governance and Data Protection
- Have knowledge of medical terminology and Read coding or the capacity to be trained
- Work well under pressure
- Demonstrates enthusiasm and a strong sense of teamwork
- Uses own initiative and has clear boundaries, seeking advice when necessary
- Excellent organisational and time management skills
- Excellent working knowledge and experience of patient clinical systems and how they are used in General Practice or other primary care or community services.
- Good Knowledge and experience of General Practice and the environment and challenges they currently face.
- Will have a curiosity to identify potential improvements and an ability to support with leading experiments
- You will be able to use data to analyse improvements
- Ability to listen carefully and communicate effectively and sensitively (verbal and written) to staff at a range of levels
- Excellent Organisational skills
- Demonstrates the ability to work without direct supervision and determine own workload priorities in a changing working environment
- Intermediate knowledge or Word and Excel. You will have fast and accurate keyboard skills to RSA III or equivalent.
- Attention to detail in the reading of all correspondence, patient notes and data entry.
- Able to fully recognise changes needed within a team to enhance working environment and know when to escalate any need for change to the correct individual
- Have a pro-active approach and excellent communication skills with all staff and outside agencies
- Able to recognise the significance of different situations (including emergencies) and take appropriate action, following standard policies and procedures
Desirable
- Knowledge of Non-NHS Private work processes or capacity to be trained
Qualifications
Essential
- English and Maths GCSE or equivalent (Grade A* to C)
Desirable
- Formal leadership or management training/qualification
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
