Office and Practice Administrator (GP Practice - Full Time)NHS
Job summary
Job Overview
We are seeking a highly organised and detail-oriented Office Administrator to join our team. This role involves managing daily administrative tasks, supporting office operations, and ensuring smooth communication across departments. The ideal candidate will possess strong computer skills, excellent organisational abilities, and prior office experience. This position offers an opportunity to contribute to a professional environment where efficiency and accuracy are valued.
Job Summary:
Offer general assistance to the Practice Manager and Business and Finance Manager and project a positive and friendly image to patients and other visitors, either in person or via the telephone
Undertake a variety of administrative duties to assist in the smooth running of the practice
Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
Main duties of the job
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.
Job description
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
About us
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.