Operational Administrator in Runcorn

GP Health Connect Limited is seeking to recruit an Operational Administrator to primarily provide support to the Operational Manager and assistance to the wider team. We expect staff members to project a positive and friendly image to patients, staff, stakeholders, and other visitors, either in person or via the telephone. Confidentiality is extremely important, and we require all staff to ensure that this is always maintained. Flexibility is also a key criterion for this post as our services do not all run at the same time nor in the same place. Hours do have some flexibility.

Main duties of the job

• To deputise for the Operational Manager during periods of leave or sickness, as required.
• To ensure rotas are complete to ensure clinical and administration cover is in place.
• To supervise the reception team on a day-to-day basis and bring any areas of concern to the attention of the Operational Manager appropriately.
• To ensure cover is sorted for late notice sickness or absence (if necessary, providing that reception cover in person).
• To ensure adequate stock levels are maintained and kept up-to-date and secure.
• To ensure all weekly/monthly/annual reports on the services are provided to the management team in an accurate and timely fashion, as required.
• To carry out relevant audits regularly and feedback appropriately.
• To ensure that staff training logs are maintained and up to date.
• To review staff registrations and DBS checks.
• Actively promote and develop digital engagement as required.
• To provide support in provision of new service delivery.
• To work with the management team to ensure the safe and effective utilisation of resources.
• To liaise with Practices and other stakeholders as required.

About us

GP Health Connect Limited is a company with GP Shareholders. Our vision is to collaboratively support Runcorn GP Practices in providing reliable, value for money, at-scale primary care services, with equal access for all, from a variety of accessible local locations. GP Practices in Runcorn have also come together to form the R-Health PCN covering a population of approximately 67,000. The 6 Runcorn practices in both organisations are: Brookvale Practice, Castlefields Health Centre, Grove House Practice, Murdishaw Health Centre, Tower House Practice and Weaver Vale Practice. By working together with practices and the PCN, GP Health Connect Limited has developed a high-quality, multi-disciplinary workforce that focuses on the needs of the population in our local area. The successful candidate will join a core team and will be supported by the Business Manager, Operational Manager and other members of the team. Regular development sessions, teaching, training and opportunities to upskill will be provided.

Job responsibilities

This main purpose of this role is to support the Operational Manager by providing general assistance to the GP Health Connect team. The role will focus on maintaining high standards of organisation, communication and reporting to ensure operational efficiency across all service. Supporting the management team, deputising for the Operational Manager whilst also projecting a positive and friendly image to patients, staff, stakeholders, and other visitors, either in person or via the telephone.

Key Responsibilities:

• To deputise for the Operational Manager during periods of leave or sickness, as required.
• Service Support to include, but not limited to:

• Generating rotas to maintain clinical, reception and administration cover for services.
• Supervising the reception team on a day-to-day basis and raise areas of concern to the management team asap.
• Ensure cover is sorted for late notice sickness or absence (if necessary, providing that reception cover in person).
• Maintaining adequate stock levels and keep up-to-date and secure at all sites.
• Ensure that relevant documentation is produced and shared with practices for efficient service delivery.
• Facilitate incoming patient results in line with company policy and report issues to the management team immediately.
• Generate weekly/monthly/annual reports on services and provide to the management team in an accurate and timely fashion.
• Perform audits such as the discharge summary, safety netting and blood sampling elements of the services and discuss any remedial action required with the Operational Manager.
• Organise and facilitate MDTs as required.
• Respond to requests within the contractual timescale for Pulse Oximetry Service.
• Actively promote and develop digital engagement as required within GPHC and PCN.
• Keep adequate and accurate reports for all services as required contractually.

General Support:

• Respond to requests and queries via telephone, email or in person in a timely and effective manner.
• Communicate effectively with patients to ensure that service provision is to a high standard.
• Ensure that staff training logs are maintained and up to date.
• Review and follow up staff registrations, indemnity and DBS checks.
• Provide support in provision of new service delivery.
• Work with the management team to ensure the safe and effective utilisation of resources.
• Organise and facilitate system administration and optimisation for primary care platforms such as EMIS, Blinx, Ardens, and ACCURX.
• Support with social media platforms and support development of alternative digital patient engagement.
• Maintain organisation website to a high standard ensuring NHS standards are met.
• Organise and facilitate training sessions for GPHC staff as needed.
• Provide administration support to the Management Team.
• Liaise with Practices as required building effective relationships.
• Support with complaints and incidents as required.
• Support maintenance of office facilities and adherence to office etiquette.

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 the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, GP Health Connect staff and other healthcare workers. They may also have access to information relating to the GP Health Connect as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the organisation may only be divulged to authorised persons in accordance with GP Health Connect policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the organisations health & safety policy, GP Health Connect's health & safety manual, infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to organisation guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• 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.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• 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 holder's role.
• Undertaking periodic infection control training (minimum annually).
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:

• Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

The post-holder will participate in any training programme implemented by GP Health Connect as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the organisation, 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 team's 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.
• Recognize people's needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

• Apply organisation 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.

This job description is not exhaustive and does not attempt to describe the tasks to be undertaken. It will be subject to periodic review with the post holder and as a result may be subject to alteration.

Person Specification

Skills

• Flexibility to work different hours (including evenings and weekends), as needed.
• Excellent attention to detail.
• Analytical.
• Excellent communication skills (both oral and written).
• Able to work under own initiative.

Qualifications

• Educated to A-level equivalent or above.
• GCSE Maths and English.

Other

• Full Clean Driving Licence.

Experience

• Performance supervision - employees.
• Performance supervision - services.
• Writing reports/minutes.
• Experience using EMIS/Blinx.
• Stock control systems.
• Understanding the power of digital engagement in business.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.