Office and Practice Administrator (GP Practice - Full Time)

Administration

Daily allocation of bloods including filing of non-clinical

bloods, out of hours.

Logging and circulating alerts, notifications, general

updates.

Liaise with third parties for general maintenance, servicing

and repairs. Regularly updating the maintenance logs via TeamNet or other

systems.

Coordination of the room booking including liaising with

third parties for booking requests

Liaising with reps.

Prepare and circulate meeting agendas and minutes of

meetings as required.Appointment bookings organise meetings within Emis system.

Work alongside the rota coordinator to ensure meetings, room

booking documented within the Emis system.

Working alongside nursing team providing administration

support including monthly check, data loggers, fridges.Provide confidential

administrative support to the Practice Manager and Business and Finance Manager

as required.

Assisting Practice Manager with any research queries.

Administration

Daily allocation of bloods including filing of non-clinical

bloods, out of hours.

Logging and circulating alerts, notifications, general

updates.

Liaise with third parties for general maintenance, servicing

and repairs. Regularly updating the maintenance logs via TeamNet or other

systems.

Coordination of the room booking including liaising with

third parties for booking requests

Liaising with reps.

Prepare and circulate meeting agendas and minutes of

meetings as required.Appointment bookings organise meetings within Emis system.

Work alongside the rota coordinator to ensure meetings, room

booking documented within the Emis system.

Working alongside nursing team providing administration

support including monthly check, data loggers, fridges.Provide confidential

administrative support to the Practice Manager and Business and Finance Manager

as required.

Assisting Practice Manager with any research queries.

Accounts and Funding Claims Administration

Ordering of supplies including office, clinical, cleaning,

vaccinations. Tracking and storing all supplies.

Undertake purchase and sales ledger accounts administration

including maintaining up to date customer and supplier lists, raising sales

invoices and processing purchase invoices.

Maintaining the accounting email inbox.Produce monthly

supplier payment run and verifying payments alongside Business and Finance

Manager

Completing monthly PPA form.

Confidentiality

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

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 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.

Equality and Diversity

The post-holder will support the equality, diversity and

rights of patients, carers and colleagues, to include:

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

Respecting the privacy, dignity, needs and beliefs of

patients, carers and colleagues

Behaving in a manner which is welcoming to and of the

individual, is non-judgmental and respects their 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 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 improve 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 their 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

Recognize 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 their own work

Undertake any other duties commensurate with the level and

grade of the post

We are a large practice with a patient list size of circa 15,400. We are a Partnership of 5, with 12 Salaried GPs, a nursing team of 6, an experienced managerial team of 6 (Practice Manager, Business and Finance Manager, Deputy Practice Manager, Patient Services Manager, Medicines Manager, Administration Manager) and a friendly group of administrative and reception staff. We are a training as well as a learning practice and regularly have 7 Specialist Trainees, a Foundation Year 2 doctor and undergraduate students based here. We also offer learning opportunities to other grades and have a large apprenticeship programme operating for clinical, managerial and administrative staff. We are active in our local, supportive, Primary Care Network and have excellent relationships with external stakeholders.

We have a strong culture of patient safety, high quality and empathy. Our Mission Statement reflects our values as a Practice with patients being at the heart of all of our activities.

Qualifications

Experience