Job Description

About Us

At Oakfield Surgery, we are committed to providing exceptional healthcare services to our community. Our practice is built on a foundation of compassion, professionalism, and dedication to patient care. We strive to create a welcoming and supportive environment for both our patients and staff. Our team is composed of skilled professionals who work collaboratively to ensure the highest standards of care and service. We value continuous improvement and innovation, and we are always looking for ways to enhance our practice and the services we offer.

Job Overview

We are looking for a highly organised and proactive Practice Administrator to join our team. The Practice Administrator will play a crucial role in overseeing the administrative and support operations of our practice. This position requires a dynamic individual with the ability to manage multiple tasks efficiently. The successful candidate will be responsible for managing the day-to-day tasks of the practice, ensuring smooth office operations, and supporting the management and clinical teams in various capacities.
This is an excellent opportunity for someone passionate about healthcare administration and looking to make a meaningful impact in a thriving practice.

Key Responsibilities

Oversee the administration and operations of the practice, ensuring the practice achieves its primary aims and responsibilities. Compile and coordinate the provision of clinical rotas, ensuring sufficient cover is provided for periods of leave and other staff absences. Organise locum bookings to cover clinician annual leave. Update the clinical appointment system to reflect leave and other approved absences. Manage appointment schedules and troubleshoot any issues that arise with the booking system. Support the management team in the compilation of practice reports and the practice development plan. Advertise and collate applications for all new posts, liaising with candidates and management diaries to ensure a smooth recruitment and selection process. Implement induction training for new staff. Develop, implement, and embed efficient office processes and procedures. Act as a focal point for the practice, managing requests from external organisations such as the local police, solicitors, DVLA, and other agencies. Provide initial guidance and advice to patients who wish to verbally complain. Manage the ordering of vaccines, clinical and non-clinical supplies and deliveries to the practice, ensuring adherence to the cold chain policy as necessary. Partake in audits as directed by management and clinical leads. Coordinate and produce meeting agendas and record the minutes of meetings. Manage document handling, workflow, and filing systems using Docman, ensuring timely and accurate processing of incoming and outgoing correspondence. Support the Practice Manager in the maintenance of the practice website and social media accounts. Monitor and promote the use of the Friends and Family Test. Support the practice in all recall programmes, such as: QOF (Quality and Outcomes Framework), Local Improvement Schemes, Directed Enhanced Services, Cervical Cytology Recall, Childhood Immunisations, NHS Health Checks, Safeguarding, Sexual Health, etc. Schedule and take minutes for the Patient Participation Group (PPG) meetings. Maintain up-to-date knowledge of protocols and developments in primary care. Offer general assistance to the practice team and ensure a positive and friendly experience for patients and staff. Act as Local Administrator/Registration Authority (RA) Agent, providing support, training, and arranging logins for IT systems including EMIS, Docman, Accurx, Surgery Connect, ICE, tQuest, and others. Liaise with the IT Service Desk to resolve hardware and software issues. Provide support and training for staff in resolving simple issues with PCs, printers, and phone lines. Train staff on EMIS, Docman, Accurx, Surgery Connect, and Microsoft Office applications. Promote and implement the NHS App and other digital tools to enhance patient engagement, streamline services, and improve overall service delivery. Lead and support the development of innovative projects aimed at improving practice processes and optimising workflows. Perform additional tasks required for the efficient operation of the practice.

Qualifications

Proven experience in a similar administrative role, preferably in primary care. Strong leadership and team management skills. Excellent organisational and multitasking abilities. Proficiency in office management software. Strong communication and interpersonal skills. Ability to handle sensitive information with confidentiality.

Please note:

This is not an exhaustive list of duties. You will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives.

Job Type: Full-time

Pay: 15.00 per hour

Expected hours: 37.5 per week

Benefits:

Company pension
Schedule:

Monday to Friday
Work Location: In person