Administration Team Leader

Job responsibilities

Main responsibilities

Working with Administration Manager to effectively lead the admin team to deliver a high-quality administrative service including the following areas:

Booking appointments across both sites via the clinical system

Prescriptions

Secretarial/admin functions

Dealing with queries from patients on a day to day basis

Scanning

Summarising

Assisting the Patient Services Administrators answering the telephones, covering reception as required

Supporting Administration Manager with regular updates on team progress and capacity, including the monitoring and allocation of workloads

Supporting Administration Manager with review notes for team members, including return to work meetings and appraisals

Assisting Administration Manager to ensure cover is in place for holidays, sickness and compassionate leave, including the opening up of both sites

Assist Administration Manager with the allocation and completion of online consultations via PATCHs

Assist with the induction and training of all new staff to agreed standards

Support Administration Manager to ensure all standard operational procedures are updated and staff informed

To assist with effective workforce planning and training of staff to meet the needs of the service

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

Flexibility of Working Hours

You will be expected when appropriate, as part of your role, to cover Reception/admin tasks during sickness and annual leave, which is integral to the effective running of the Practice.

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 all circumstances

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 and also to information relating to the Practice as a business organisation.Information from these sources 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

Safeguarding:

All staff must have an understanding of the importance of safeguarding adults, children and young people to ensure that are able to live a comfortable life in safety, free from abuse and neglect. As a practice we should always promote our patients wellbeing in their safeguarding arrangements.

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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

Utilising security systems appropriate to the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Undertaking and 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

Active reporting of health and safety hazards and infection hazards immediately

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their differing beliefs, 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 regular performance reviews

Taking responsibility for identifying own development and learning needs and for maintaining a record of own personal and/or professional development

Utilising acquired skills and activities to assist 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 teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognize 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 peoples 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 members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Experience

Essential

• Previous administration and customer service experience
• Experience of working within General Practice and SystmOne

Desirable

• Summarising
• Secretarial
• Coding experience

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.

Employer details

Employer name

Hollyns Health & Wellbeing

Address

4 Glenholme Park

Clayton

Bradford

West Yorkshire

BD14 6NF

Employer's website

http://www.hollynshealth.co.uk (Opens in a new tab)