Administration Team Leader
Main responsibilities Working with Administration Manager to effectively lead the admin team to deliver a high-quality administrative service including the following areas: Booking appointments across both sites via the clinical system Prescriptions Secretarial/admin functions Dealing with queries from patients on a day to day basis Scanning Summarising Assisting the Patient Services Administrators answering the telephones, covering reception as required Supporting Administration Manager with regular updates on team progress and capacity, including the monitoring and allocation of workloads Supporting Administration Manager with review notes for team members, including return to work meetings and appraisals Assisting Administration Manager to ensure cover is in place for holidays, sickness and compassionate leave, including the opening up of both sites Assist Administration Manager with the allocation and completion of online consultations via PATCHs Assist with the induction and training of all new staff to agreed standards Support Administration Manager to ensure all standard operational procedures are updated and staff informed To assist with effective workforce planning and training of staff to meet the needs of the service Ensure communication systems are running smoothly, and Clinicians and Admin staff are kept fully informed of changes in procedures Flexibility of Working Hours You will be expected when appropriate, as part of your role, to cover Reception/admin tasks during sickness and annual leave, which is integral to the effective running of the Practice.
Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately in all circumstances In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their carers; practice staff and other healthcare workers and also to information relating to the Practice as a business organisation.Information from these sources 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 Safeguarding: All staff must have an understanding of the importance of safeguarding adults, children and young people to ensure that are able to live a comfortable life in safety, free from abuse and neglect.
As a practice we should always promote our patients wellbeing in their safeguarding arrangements. 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.This will include: Utilising security systems appropriate to the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Undertaking and making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Active reporting of health and safety hazards and infection hazards immediately Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues 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 Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their differing beliefs, 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 regular performance reviews Taking responsibility for identifying own development and learning needs and for maintaining a record of own personal and/or professional development Utilising acquired skills and activities to assist others who are undertaking similar work Quality: The post-holder will strive to maintain 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 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 Recognise 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 own work Participate in audit where appropriate