Office AdministratorNHS

Job summary

To provide comprehensive administration support to LADMS HQ and across Enhanced Access, INR service and PGPL. This will include being the first point of contact for that service and the patients and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of SystmOne alongside all Microsoft Office systems including Word and Excel.

The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (Systm1 and/or Semble). The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

There may be a requirement to provide supervision to support administrators, secretaries or apprentice posts.

The post holder will be key in ensuring referrals and tasks are completed across NHS and private medical contracts. Their work is managed rather than supervised and they are accountable for their own actions manager is available for reference but generally, they will manage their own workload.

Main duties of the job

To ensure referrals are completed within NICE guidelines, tasks are managed appropriately and provide key administrative support to both NHS and private services.

There will be opportunities to support management in new contracts and growth of the company, which will enable development across a new area.

Job description

Description of the duties

Liaise with a wide range of stakeholders, both internal to the organisation and external, including:

• Medical Staff
• Secondary & Acute Care
• General Practice
• Service Users and Carers
• Health and Social Care teams
• Third sector/voluntary agencies

Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies.

Exchange verbal and written information with patients, staff and carers relating to appointments, referrals etc.

Assist in daily completion of all referrals for the Enhanced Access Service.

Assist in daily completion of all tasks for the INR Service.

Ensure rotas across Semble are maintained and updated.

Managing room bookings as required across all sites.

Maintaining stock lists across all sites including ordering stock and stationery as required.

Ensuring staff training is complete and HR Records are maintained and up to date whilst maintaining strict confidentiality.

Administrative support for new services as LADMS continues to grow and expand.

Oversee the operational delivery of the Enhanced Access Service from ensuring KPIs tasks on clinical systems are completed.

To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.

Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc. Escalating issues to the Head of Operations or Clinical Lead as appropriate.

Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto Systm1 and Semble.

The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling.

Provide support to Systems and Operations Officer with the day to day running of the Private GP Practice(s).

Clerical duties including photocopying and scanning, e.g. documents required for ID checking purposes etc.

Take part in the HQ On call rota to support out of hours services

Provide cover for colleagues when and where necessary.

Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.

Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.

Oversee joint mailboxes and ensure they are managed appropriately and in a timely manner.

Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance, RMS, and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines.

Participate in any/all associated training, development and appraisal processes relevant to required duties of this post.

Other tasks which are commensurate with the broad purpose and banding of the post.

About us

Lincolnshire and District Medical Services (LADMS) is an independent primary care provider based in Louth, Lincolnshire. Established in 2007, it works alongside the NHS to deliver a range of GP and community healthcare services across Lincolnshire, with a particular focus on improving access to primary care. It is a private limited company regulated by the Care Quality Commission (CQC) and operates under NHS contracts as well as providing some private healthcare services.

LADMS delivers services including GP practices, enhanced and extended access appointments, urgent and routine primary care, women's health, diagnostic and screening services, and some private GP services. The organisation's aim is to provide accessible, high-quality, patient-centred care while supporting local NHS services through flexible and innovative models of healthcare delivery. It works closely with NHS commissioners and other healthcare partners across Lincolnshire to improve access to care and meet local population needs.