Job Description

Job summary

Invicta Health has an exciting opportunity for a Nursing Team Administrator to join the team on a full time basis.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

As a Nursing Team Administrator, you will provide an important role in supporting the nursing team with their day-to-day responsibilities by undertaking a variety of administrative duties. Some of these duties include dealing with general queries via phone, email and post, photocopying, scanning and filing.

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

NHS Pension Learning and Development opportunities Progression opportunities Competitive annual leave entitlement Incremental pay progression Flexible working Approved blue light card provider Salary Sacrifice Schemes Car Lease Scheme Employee Assistance Programme

Job description

Job responsibilities

Main Responsibilities

General Administration and Secretarial

Compile Nurse rotas on a monthly basis, 6 weeks in advance to allow time for appointments to be added to the clinical system.

Record annual leave and support in the planning of the nursing team.

Manage a training tracker for the nursing team, sending reminders when training is due.

Create the agenda for the monthly Nurse meeting, attend and take meeting minutes.

Conduct searches and reports as required using the EMIS system

Review DOCMAN workflow, actioning anything as required by the nursing team.

Book patients for Spirometry tests as and when required.

Maintain, file, and distribute any Patient Group Directions (PGDs) to the nursing team in a timely manner.

Photocopying, scanning, filing and proof reading in a timely and accurate manner

Clinics, Immunisations and Vaccinations

Plan the Clinics and recall patients to meet QOF targets. This includes reviewing recall lists, contacting patients via text, assessing which clinician is most suitable and booking appointments. Complete review forms and post management plans where necessary.

Plan the Covid Clinics, this includes reviewing the national booking system, liaising to ensure sufficient stock level of vaccines, and arranging the correct number of staff to attend the clinic.

Assist with the administration of the Annual Flu Campaign. This includes writing the practice flu plan, organising staff for clinics, arranging visits to care homes and housebound patients, distributing letters to patients and other healthcare services, logging and communicating Patient Group Directions (PGDs) and Patient Specific Directions (PSDs).

Monitor stock levels, and order Immunisations and vaccines where necessary, and in adherence to protocol.

Deal with general queries on Immunisations and vaccines via phone, e-mail, and post in a timely manner, directing to others where appropriate.

Miscellaneous

Liaise with Public Health England for updated information on clinical procedures and processes.

Liaising with the QOF lead and attend meetings as and when required.

Receive any deliveries of onsite drugs, ensure secure and safe storage, and review daily stock to ensure all are accounted for.

Conduct daily fridge temperature checks and recordings to ensure suitable temperature for the storage of drugs.

Monitor liquid nitrogen and fill flasks when required.

General Duties

To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.

To contribute to the development of services, including processes, templates and principles.

To take part in any statutory and mandatory training or other training and development programmes as requested.

Any other reasonable duties as directed by your line manager.

Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.

Full terms and conditions of employment will be issued if an offer of employment is made.

Person Specification

Key skills

Essential

Able to communicate effectively and collaboratively across varied disciplines. Able to work in a well-organised and professional manner, maintaining concentration and accuracy Able to manage conflicting priorities Good telephone manner
Experience

Essential

Understand the importance of maintaining patient and data confidentiality. Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations. Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting
Desirable

Knowledge of office management systems and procedures Experience of working with Microsoft packages including, word, excel and power point Experience of working with EMIS and DOCMAN Previous administration experience within a medical environment Knowledge and understanding of the National Health Service
Personal Attributes

Essential

Willingness to learn and adapt to change Highly customer focused Understanding and approachable Strives for excellence Honest and fair Leads by example Positive can do attitude
Qualifications

Essential

Good level of education including competent levels of numeracy and literacy
Job Type: Full-time

Pay: 12.61-12.92 per hour

Expected hours: 37.5 per week

Work Location: In person

Application deadline: 17/08/2025