Administrator

GP Healthcare Alliance (GPHA) has an exciting opportunity for an experienced Administrator to join our Operations Team. The Operations Team delivers Primary Care Medical Services across Hadleigh, Canvey Island and Southend. In addition to commissioned services, the successful candidate will have the opportunity to develop skills and knowledge supporting GPHA's Private Medical Clinic. This is a varied and rewarding role that will support the day-to-day administrative functions of the organisation, helping to ensure the delivery of seamless, efficient, and high-quality services to patients and stakeholders.

Please note travel will be required between sites, a full, valid drivers licence is required as well as access to own vehicle.

• Provide comprehensive administrative support to the Operations Team.
• Manage patient and service-related documentation accurately and efficiently.
• Support the coordination and delivery of primary care and private medical services.
• Maintain accurate records using SystmOne and other relevant systems.
• Respond to queries from patients, clinicians, colleagues, and external organisations in a professional manner.
• Assist with data entry, reporting, and service monitoring requirements.
• Ensure confidentiality is maintained at all times in line with GDPR and NHS policies.
• Contribute to the smooth running of operational services across GPHA.

About us: GP Healthcare Alliance is an exciting and progressive organisation that provides a wide range of healthcare services across the local community. We offer diverse employment opportunities and are committed to creating an inclusive workplace where everyone is valued and respected. We warmly welcome applications from all individuals regardless of age, disability, gender, race, sexual orientation, religion or belief.

At GP Healthcare Alliance, we recognise the importance of supporting our employees to achieve a healthy work-life balance. We are committed to creating a positive working environment where staff can thrive, develop their skills, and contribute to delivering excellent patient care. As part of our team, you will play an important role in shaping services, influencing change, and improving outcomes for the communities we serve.

• Competitive salary, dependent on experience (pro rata for part-time hours).
• NHS Pension.
• Flexible working arrangements.
• Travel expenses for work-related activities undertaken during working hours.
• Support from an experienced and dedicated administrative and management team.
• Opportunities for ongoing professional development and training.
• A supportive and collaborative working environment.
• The opportunity to make a meaningful contribution to patient safety and staff development across the organisation.

• Assist with the day to day running of designated clinical services within GPHA.
• Ensure service communications to GPHA member practices are consistent and up to date.
• Arrange clinical and non-clinical cover for the Extended Access Service contracts and other clinical business.
• Circulate relevant updates to GP practices/PCNs where appropriate.
• Liaising with OM to develop rotas for all clinical teams.
• Create new slot and rota types on SystmOne.
• Apply relevant rotas to the clinical system, SystmOne.
• Take general enquiries relating to all GPHA services.
• Arrange and confirm meetings and appointments as required.
• Collate feedback from patients and member GP practices to circulate to Central GPHA Board members.
• Create and complete action logs as required.
• Support colleagues to ensure clinical sites have sufficient equipment for appointment.
• Arranging appropriate staff cover daily, during sickness and holiday periods.
• Ensure front of house is kept in an orderly fashion.
• Set up new staff with relevant IT access, including SystmOne, Pathology, Open Exeter.

• Working with CNM and OM to support with the day to day running of GPHA services.
• Support the development of new projects within GPHA.

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, hub staff and other healthcare workers. They may also have access to information relating to GP Healthcare Alliance 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 GPHA may only be divulged to authorised persons in accordance with the GPHA's policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Complete online training modules and face to face training as required.

The post-holder will assist in promoting and maintaining their own and others health, safety and security. Using personal security systems within the workplace according to practice guidelines, such as PPE. 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). Reporting potential risks identified. Demonstrate due regard for safeguarding and promoting the welfare of children.

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 GPHA 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.

The post-holder will strive to maintain quality within GPHA, 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.

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.

The post-holder will: Apply GPHA 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 JD is not intended to be an exhaustive list of activities but rather an outline of the main areas of responsibility. The role is likely to evolve to meet the changing needs of the service.