Job Description

Overview

We are seeking a dedicated and experienced senior administrator to manage our admin team of 4 full time employees. You will be responsible for the day to day operation and co-ordination of all administrative staff ensuring that visitors, patients, relatives and staff of the practice are provided with an efficient and satisfactory service, and to guarantee that all functions are carried out in accordance with agreed procedures, protocols and timescales, reporting to the Practice Manager as necessary.

You will undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support. To ensure a consistent high level of performance standard is maintained from the admin team in order to support an efficient, effective and satisfactory service delivery.

Job responsibilities:

Ensure that the admin teams are appropriately staffed each day by managing the rotas.

Manage the staff within the team, including back to work interviews, training and appraisals.

Oversee smooth running and completion of administrative tasks in a timely manner

Ensure that referrals, letter processing, notes processing etc is done in a timely manner

Organise and attend meetings appropriate to this role.

Overseeing the team and be available to offer help and support and answer queries.

Train any new team member to a high standard and be responsible for their progression

General Administration Duties

Improve and train the current staff to develop skills within the team.

Patient services

Deal with verbal complaints in accordance with practice complaints procedure and evaluate suggestions, support the team when dealing with difficult situations.

Ensure that the scanning is done in a timely manner

Letters are processed correctly

Deal with any data breaches or mistakes with the team

Support the organisation of all regular, ad-hoc and seasonal clinics

Ensure systems are in place for marrying up of notes and recording of data

Ensure you are up to date with the changes within data processing and regulations around confidentiality and laws associated with handling and processing data.

Employed staff

Support induction training and ongoing review with mandatory training for you and all reception and administrative staff.

Manage appraisals within the team

Support the creation of an e-learning package

Ensure practice policies are followed and accurate communication and records are kept, update these where applicable

Liaise with the Practice Manager concerning staffing and organisation of work

Liaise with other members of the primary health care team, outside agencies.

Fire & health and safety protocols

Information technology

Have full understanding of the clinical system and others for referrals and 2ww tracking etc

Have a working knowledge of all software and hardware

Train new staff in use of system

Building

Be responsible for the health and safety in the team

Complete and risk assessments / routine assessments such as DSE etc

Information

Ensure communication systems are running smoothly, and doctors and reception staff are kept fully informed of changes in procedures

Assist with production and upkeep of practice procedures

Manage paperwork systems, including post, internal and external

Act as a central source of information

Other Tasks

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. 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 in accordance with CQC. 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 implement and lead on the full range of promotion and management of their own and others' health, safety and security in reception as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures.

Ensuring receptionists adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintaining an up-to-date knowledge of health and safety (statutory and best practice guidelines) and ensure implementation across the business 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 across the business Making effective use of training to update knowledge and skills, and initiate and manage the training of others Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiating remedial / corrective action where needed Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the reception in consultation (where appropriate) with the Practice Manager or infection control nurses Routine management of own team / team areas, and maintenance of work space standards Demonstrate due regard for safeguarding and promoting the welfare of children & vulnerable adults.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues according to the practice policy.

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

Communication:

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

Communicate effectively with other team members Communicate with Practice Manager Communicate effectively with patients and carers Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance Discuss with other team members how policies, standards and guidelines will affect own work

Qualifications

Educated to A level standard

Qualifications in customer service and leadership and management (with experience within this role)

To be able to demonstrate leading and supervising a team

Experience in patient care

Managing rotas and timetables.

To have experience within the NHS and with SystmOne

To have an understanding of medical terminology

To be able to work under pressure.

Job Type: Full-time

Pay: 26,500.00-27,600.00 per year

Benefits:

Company pension Free parking On-site parking Sick pay
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 06/06/2025
Reference ID: Senior Administrator / Team lead