Senior Administrator
Job Description
Job summary
To provide comprehensive administrative, operational, and systems support to the Acute Illness Clinic, Enhanced Access Service, ensuring efficient day to day service delivery, high-quality patient care, and compliance with organisational processes and standards.
Main duties of the job
The post holder will work across all Acute illness clinics: Woking community Hospital, St Peters Hospital, Ashford Hospital and Walton on Thames community Hospital. Monday to Friday 5.5 hours per day 27.5 hours per week
Supporting the team with;
- Patient Administration & Coordination
- Operational Support
- I.T & Systems Support
- Stock & Inventory Management
- Governance, Compliance & Audit
- Workforce Coordination
- Clinical Support
- First Contact Physio Support
Essential:
Demonstrable IT literacy, particularly in Microsoft Office and clinical systems EMIS
- Flexible and adaptable to meet changing needs of the service
- Understanding of patient administration systems and processes and the importance of accurate data entry and record keeping
- Good team player able to work within a multi disciplinary team
- Self-motivated, able to work without supervision, using own initiative to complete tasks
- Strong organisational skills with the ability to prioritise workload effectively
- Caring and compassionate putting patients interests at the heart of everything we do
- Ability to work independently and as part of a team
About us
(NICS) is a GP Federation that brings together the 37 GP Practices in Surrey. Together, we provide innovative GP-led primary care services including the Urgent Treatment Centre at Woking Community Hospital, Ashford Hospital,St. Peters Hospital and Walton on Thames Community Hospital. We believe by working together we can provide exemplary health care to the 380,000 patients of Surrey.
Job responsibilities
Our Vision
To support our practices and patients by being a lead provider of innovative, responsive and high-quality GP-linked primary care services in North West Surrey, delivering equitable access to primary care services and improving the healthcare of our population.
Our Mission
To support our practices and their patients by providing high quality, responsive and compassionate health care services. We do this by working collaboratively with our practices and other health providers across Surrey.
Our Values
Our values are at the heart of everything that we do and inspire us. Our responsibilities and personal interaction with patients and with others are guided by our core values of working together for our patients, commitment to quality of care, ensuring everyone counts and improving lives.
Job summary:
To provide comprehensive administrative, operational, and systems support to the Enhanced Access Service with the day to day operation of the Acute Illness Clinic, Phlebotomy, Nurse Treatment and First Contact Physio Clinics ensuring efficient day-to-day service delivery, high-quality patient care, and compliance with organisational processes and standards.
Patient Administration & Coordination
Accurately trace and register patients onto the NICS EMIS system.
Re book patients promptly when clinics are cancelled, ensuring minimal disruption to patient care.
Provide ongoing support with patient re booking and clinic coordination as required.
Operational Support
Act as a central point of contact for AIC administrators, providing support and troubleshooting operational issues.
Provide administrative cover for the Acute Illness Clinic at short notice, including in instances of staff sickness, to ensure continuity of service delivery.
Ensure the capacity tracker is updated accurately at four key points throughout the day to support operational oversight and planning.
IT & Systems Support
Provide first-line IT support to hub clinicians and administrators, including assistance with EMIS access, log-in issues, and wider system queries.
Liaise with EMIS and SCW IT support services in the event of system failures.
Stock & Inventory Management
Undertake regular inventory checks to ensure appropriate stock levels are maintained.
Order clinical and administrative stock and supplies in a timely and cost effective manner.
Governance, Compliance & Audit
Complete weekly, monthly, and quarterly audits within required deadlines.
Escalate any risks, incidents, or concerns to the Service Manager promptly.
Ensure all clinical and administrative staff maintain up-to-date mandatory training compliance.
Ensure daily cleaning and administrative checklists are completed and signed by all staff.
Workforce Coordination
Coordinate the on boarding of all new staff into the Enhanced Access Service, ensuring all required processes are completed in a timely manner.
Ensure the off boarding process is followed for all departing staff in line with organisational procedures.
Clinical Support
Support with the timely processing and management of laboratory results, ensuring appropriate action is taken where required.
Support with clinical referrals, population reports, and the management of rejected referrals in a timely manner.
First Contact Physio, Nurse Treatment & Phlebotomy
Ensure appointment templates are accurately created, updated, and maintained within EMIS.
Act as the first point of contact for staff, providing day to day operational support.
Manage staff annual leave requests and rota coordination.
Process and complete referrals efficiently and within required time frames.
Provide EMIS support to staff during core working hours.
Monitor and ensure delivery against PCN contractual requirements for capacity and allocation.
Escalate any concerns regarding allocation or capacity to the Service Manager.
Coordinate the on boarding of new staff into their roles, ensuring all required processes are completed.
Ensure the off boarding process is followed for staff leaving the service.
Liaise with GP practices to support the hosting and delivery of FCP services.
Ensure annual Infection Prevention and Control (IPC) audits are completed by GP practices and that copies are retained for organisational records.
Reporting:
Keep up to date with all NICS policies to ensure all incidents, complaints (verbal and written) and issues are reported effectively to the appropriate place.
Desirable:
Previous training in EMIS or other clinical systems
Evidence of relevant administrative or healthcare-related training
Understanding of referral processes and laboratory results management
Awareness of compliance requirements such as mandatory training and audit cycles
Experience providing first-line IT or systems support
Ability to coordinate multiple operational processes simultaneously
Skills and knowledge from a similar role
Awareness of compliance requirements such as mandatory training and audit cycles
Person Specification
Qualifications
Essential
- Good standard of education, including English and Maths
Desirable
- Previous training in EMIS or other clinical systems
- Evidence of relevant administrative or healthcare-related training
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
North West Surrey Integrated Care Services
Address
Acute illness Clinics
Dukes Court Woking
Across all Acute illness clinics
Woking
Surrey
GU21 5BH
United Kingdom
