Administrator - Llanfairpwll Health CentreNHS

Job summary

We are seeking an experienced, motivated and highly organised Senior Administrator to join our busy and supportive General Practice team.

This is an exciting opportunity for an experienced administrator who is looking to develop into a future Team Leader role. Working closely with the Practice Manager, Team Leaders and wider practice team, you will play a key role in supporting service delivery, improving administrative processes, managing patient recall programmes, developing protocols and procedures, and making effective use of digital systems.

General Practice continues to evolve, and we are looking for someone who enjoys working in a varied and fast-paced environment. The successful candidate will be adaptable, forward-thinking and comfortable supporting changes to processes and ways of working when required. They will have excellent IT skills, strong organisational abilities and a keen eye for detail.

We are looking for a team player who is confident in taking ownership of their work, identifying opportunities for improvement, and supporting colleagues through change. This role would suit someone who enjoys problem-solving, is committed to delivering excellent patient service, and can demonstrate commitment and has the ambition to develop into a leadership position in the future.

Main duties of the job

The post holder will:

Support the day-to-day delivery of administrative services across the practice.

Manage and develop patient recall systems for long-term condition reviews, medication monitoring, screening programmes, immunisations and other contracted services.

Run searches, reports and audits using EMIS and other practice systems.

Monitor recall activity and support achievement of quality improvement, supplementary services and other contractual requirements.

Draft, review and maintain administrative protocols, procedures and workflow documents.

Act as a key user for practice IT systems and promote effective use of technology across the team.

Identify opportunities to improve efficiency, patient experience and administrative processes.

Support data quality initiatives and service improvement projects.

Assist with induction, training and development of administrative staff.

Support the Practice Manager & Team Leaders with supervision of the administration team.

Deputise for senior administrative colleagues as required.

Contribute positively to change management initiatives and implementation of new ways of working.

Job description

Job Title

Senior Administrator (potential future development to Team Leader)

Responsible To

Practice Manager

Accountable To

Partners

Hours

37.5

Location

Llanfairpwll Health Centre & Meddygfa Penbryn Surgery Dwyran

Job Purpose

To provide high-quality administrative support across all areas of the practice and assist in the effective coordination of administrative services.

The post holder will take responsibility for key administrative functions including patient recall systems, data quality initiatives, reporting, protocol development, and optimisation of digital systems and processes. They will support the Practice Manager & Team Leaders in the day-to-day supervision and development of the administrative team and has potential develop pathway towards a future Team Leader position.

The role requires strong organisational, communication and IT skills, together with a positive approach to change, service improvement and modern ways of working within General Practice.

Key Responsibilities

Patient Recall Management

Administration and development of patient recall programmes.

Recall processes for chronic disease reviews, medication reviews, vaccinations, screening programmes and other contractual requirements.

Run searches using EMIS and other practice systems to identify eligible patient cohorts.

Monitor recall performance and identify areas requiring improvement.

Ensure recall activity supports achievement of quality improvement and supplementary service targets.

Maintain accurate records and reporting relating to recall activity.

Administrative Services

Provide senior administrative support across the practice.

Support the smooth operation of administrative systems and processes.

Assist in allocating and monitoring workloads within the administration team.

Respond to complex administrative queries and issues.

Support the delivery of an efficient and patient-focused service.

Maintain accurate records in accordance with practice policies and procedures.

Protocol and Procedure Development

Draft, review and update administrative protocols, standard operating procedures and guidance documents.

Ensure administrative workflows are documented and communicated effectively.

Work with clinical and non-clinical colleagues to introduce new procedures when required.

Assist in ensuring compliance with regulatory and contractual requirements.

Monitor the effectiveness of procedures and recommend improvements.

IT Systems and Digital Development

Act at expert level user and advocate for EMIS and other digital systems.

Develop and run searches, templates and reports to support operational and contractual requirements.

Support colleagues in the effective use of clinical and administrative systems.

Identify opportunities to improve efficiency through better use of technology.

Assist with implementation of new digital solutions and ways of working.

Support data quality improvement initiatives.

Maintain social media & Website communications as directed by the Practice Manager.

Quality Improvement and Performance

Contribute to the achievement of practice objectives and contractual targets.

Participate in audits, projects and service improvement initiatives.

Analyse information and produce reports to support decision-making.

Work proactively to identify areas for improvement in administrative systems and processes.

Support the practice in implementing changes to meet evolving healthcare requirements.

To do their job well and improve it!

Team Leadership Development

Support the Practice Manager & Team Leaders with the supervision and development of administrative staff.

Assist in the induction and training of new employees.

Share knowledge and provide guidance to colleagues.

Training colleagues when new systems are introduced.

Lead by example in promoting high standards of professionalism and patient service.

Deputise for senior administrative colleagues where appropriate.

Participate in leadership development activities as agreed with the Practice Manager.

Communication

Communicate effectively with patients, colleagues and external organisations.

Handle confidential and sensitive information appropriately.

Contribute positively to team meetings and practice initiatives.

Support effective communication during periods of organisational change.

Confidentiality and Information Governance

Maintain strict confidentiality regarding patient and practice information.

Comply with General Data Protection Regulation (GDPR) requirements.

Follow practice policies relating to information governance and data security.

Assist with Information Governance assurance testing.

Ensure accurate and timely recording of information.

Health and Safety

Comply with all practice Health and Safety policies and procedures.

Report incidents, risks or hazards appropriately.

Support a safe working environment for staff and patients.

General Duties

The post holder will:

Work within practice policies and procedures.

Demonstrate flexibility and adaptability to meet service needs.

Participate in training and development activities.

Undertake any other duties commensurate with the grade and responsibilities of the post.

Demonstrate a positive approach to change and continuous service improvement.

Career Development

This post has been created as a development opportunity for an experienced administrator who demonstrates the skills, behaviours and aptitude required for a future Team Leader role.

The successful post holder will be supported to develop leadership, operational management and workforce development skills and will be expected to contribute actively to service improvement and organisational development across the practice.

About us

Rural practice with 2 surgeries 8200 patients in beautiful South West Anglesey. Llanfairpwll Health Centre & Meddygfa Penbryn Surgery. 7 GPs 1 ANP experienced practice nurses, health care assistants and a well established admin team. EMIS clinical system. It's a happy supportive place to work with a good team spirit.