Operational Support AdministratorNHS

Job summary

We are looking for a highly organised and proactive part time Operational Support Administrator to join our friendly and growing team at DGS Health.

This is a varied and rewarding role, offering the opportunity to support the day-to-day delivery of a wide range of healthcare services across our organisation. Working closely with operational, clinical and corporate teams, you will play a key role in ensuring our services run efficiently while providing high-quality administrative support across a number of functions.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment, has a keen eye for detail, and is looking to develop their skills within a dynamic and supportive healthcare organisation.

Main duties of the job

The Operational Support Administrator will play a key role in supporting the day-to-day delivery of DGS Health's clinical services. The post holder will be responsible for managing patient referrals, booking, amending and cancelling appointments, responding to patient and clinician enquiries, coordinating clinical rotas, and ensuring accurate data entry and record management across multiple clinical systems. You will also support reporting and service administration, maintain high-quality documentation, and ensure clinicians have the information and resources they need to deliver safe and effective care.

In addition, the role will provide wider administrative support across operational, HR and finance functions, contributing to the efficient running of services and delivering an excellent experience for patients, clinicians and colleagues.

Job description

Job Purpose

To provide administration support across a range of functions and services. Undertaking HR and finance administration, administering and managing digital and social media, supporting the effective administration of Primary Care Network contracts and supporting the delivery and coordination of clinical services.

This role offers an interesting and wide variety of work and will provide exposure to a wide range of work relating to the running of healthcare services. The role will be critical in ensuring the effective and efficient running of services.

The Person

The successful candidate must be focused, able to work at pace and deliver to a high standard. We are looking for high levels of personal responsibility, a proactive approach, and a finisher who can see work through to completion.

Key Responsibilities

• Provide support to the Head of Operations and Operations Lead as required.
• Coordination of various monthly meetings (logistics, preparing and sending papers, taking minutes and action points, following up actions)
• Maintaining accurate and up-to-date information on Primary Care Networks and their member practices.
• Attending PCN Meetings as required taking notes and actions.
• Support the digital agenda, promote usage of digital services and serve as an important notification portal for the Primary Care Network member Practices
• Undertake key operational tasks as outlined by Admin Supervisor and Operations Lead
• Contribution to and submission of appropriate returns and reports as delegated by management to the relevant bodies.
• To undertake basic project management tasks.
• Document management e.g. production of proposals, briefing papers
• To maintain a risk and issues log
• To ensure a good working knowledge of national and local policies and procedures relating to Primary Care Networks.
• To support the sharing of best practices and learning across DGS Health and Primary Care Networks (PCNs).
• To ensure effective communication between DGS Health, PCNs and commissioners.
• To offer a high-quality customer experience for member PCNs as subscribers of the service.
• Master scheduling techniques, ensuring efficient coordination of appointments and managing calendars for healthcare providers.
• Learn to organise and maintain patient records, including data entry, updates, and confidentiality protocols.
• Understand the importance of providing excellent service to patients and stakeholders, addressing enquiries and concerns professionally, including call-handling skills
• Acquire knowledge of relevant healthcare regulations, policies, and procedures to ensure compliance with administrative tasks.
• Enhance collaboration with healthcare professionals, administrators, and support staff to ensure smooth operations.
• Adherence to CQC regulations and updating knowledge on all Health and Safety regulations to promote safe working

Clinical Support

• To support the wider team in day to day running of clinical services.
• Answering telephones and booking, rebooking, and cancelling patient appointments
• Responding to and processing patient referrals
• Publishing rotas and responding to requests from clinicians applying for work sessions.
• Managing referrals for multiple services with attention to detail and accuracy at all times
• Ensuring all equipment is available for clinicians to undertake their role safely and efficiently
• Accepting requests for work sessions via our platform Lantum
• Responding to emails/enquiries from clinicians and patients
• Checking clinicians documentation ensuring they meet all requirements.
• To support service mobilisation plans as required for delivery of new services.

HR

• Undertaking administration of HR recruitment processes, such as following up on references, checking documentation and arranging interviews as requested.
• Develop and maintain local staff intranet teamnet
• Support planning for staff training and development and staff meetings.
• Posting jobs and maintaining accurate employee information

Finance

• Printing and saving invoices
• Raising invoices
• Checking Invoices against deliveries
• Credit control checking payments have been received and following up non or late payers.

The Location of this role is based in Gravesend, However, travel may be required across the Dartford, Gravesham and Swanley areas. Some evening work may be required.

About us

DGS Health is a GP Federation based in Gravesend, North Kent. We are comprised of 100% of local GP practices across Dartford, Gravesham and Swanley. We pride ourselves on being clinically led and managerially enabled and like to ensure we recruit people who share our ethos and culture. We are a small and friendly but growing organisation, employing over 33 people across a range of roles. Our services include urgent treatment services, paramedic home visiting, care home support and frailty nursing. We employ a diverse range of roles including nurses, administrators, Paramedics and GP's.