Senior Administrator - City Health Centre

gtd healthcare is one of the largest, not-for-profit, NHS commissioned primary and urgent care providers in North West England. An excellent opportunity for a Senior Administrator has arisen in our City Health Centre Practice in the heart of Manchester City Centre. The practice has a list size of approximately 15500 patients and also operates the Manchester Urgent Primary Care Hub which cares for all patients in Manchester as an urgent treatment centre. The role will involve collaboratively working within the wider organisation of our neighbouring gtd practices along with the Primary Care Network and our community services so excellent communication and networking skills are required.

The successful candidate will provide senior administrative support as directed for all members of the team providing a focal point for communication within the service and with external agencies. You will ensure administrative and clerical duties are carried out within gtd healthcare and practice guidelines and policies. We are keen to develop and support staff to excel their career aspirations whilst making a positive difference to patients and the community. We put our people at the heart of everything we do. We are a values driven organisation and we are passionate about providing the best possible healthcare for our patients.

Main duties of the job

• To have a thorough knowledge of all service procedures and protocols and know where to access them for reference, adhering to them at all times.
• To manage the reception team rotas to ensure cover is available at the necessary time in order to meet patient demand and workload activity.
• To support the management team with chronic disease recall systems, patient registers and any administration relating to cytology and immunisation as required.
• Summarise new and existing patient notes following appropriate training.
• To receive incoming and initiate outgoing calls in order to facilitate timely and appropriate queries.
• To undertake any other administrative tasks as directed by the operations manager and practice manager within field of competence or following appropriate training.
• To liaise and arrange meetings as required and to attend meetings and take minutes.
• Ensure adherence at all times to the requirements of the Data Protection Act.
• To assist with the gathering of statistics and information when required.
• Have a good understanding and knowledge of all reception duties and provide training to other staff when required.
• Act as a chaperone for general examinations if requested following appropriate training.
• Deal with general enquiries and explain procedures as requested.
• Undertake reception cover if necessary due to staff absence.

Job responsibilities

• Open up premises at the start of the day, if first to arrive, de‑activate the alarm make all necessary preparations to receive patients for the opening time of the Practice.
• When last to leave premises at the end of the day, ensure that the building is totally secured, telephone diverted to Out of Hours number, internal lights are switched off and the alarm activated.
• Ensure the reception area, notice boards and leaflet racks are tidy and free from clutter and obstructions.
• The post holder will participate in any training activity implemented by the Practice or gtd healthcare as part of this employment, such activity to include: Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
• Taking responsibility for own development and learning by following through objectives set at appraisal.
• Ensure attendance at identified training events.
• Attend induction training, mandatory training and mandatory updates as required.
• Attendance at meetings.
• Support the induction and training of new members of staff in reception procedures.

Quality

• The post holder will strive to maintain quality within the Practice by: Alerting other team members to issues of quality and risk.
• Assessing own performance and taking accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and teams activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patient needs.
• Effectively manage own time, workload and resources.

Other duties

• Any other duties, as agreed with the line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.

Qualifications

• Good standard of secondary education or equivalent.
• Demonstrable commitment to professional development.

Skills and Attributes

• Excellent organisational skills.
• Excellent communication skills verbal and written.
• Polite, pleasant.