Administrator Manager

Ongar Health Centre are keen to recruit an Administration Manager to work 32.5 hours per week, Monday to Friday, 6.5 hours per day. Hours can be agreed at interview. This important position will see you responsible for the efficient management and direction of the admin team, ensuring all admin duties and workflows are performed effectively, in a timely way and to the required standard, meeting the objectives of the practice. You will be key in supporting the management team in promoting ED&I, quality and service improvement, confidentiality, collaborative working, service delivery, learning and development and carry out other duties as directed by the management team.

Duties will include:

• Overseeing the admin services of the practice, ensuring staff achieve their primary responsibilities
• Line managing all admin staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
• Completing staff appraisals as required
• Identify and deliver team training where required
• Managing practice workflow to ensure timely action taken
• Reviewing and updating all admin procedures as required
• Supporting the management team in the compilation of practice reports and the practice development plan
• Developing, implementing and embedding efficient admin processes and procedures to adhere to extant legislation
• Completing a weekly situation report (SitRep) to highlight any concerns and propose an action plan as required to mitigate risk
• Acting as a focal point for admin communication, advising administrative staff on methods of communication and best practice
• Coordinating the provision of temporary admin staff ensuring sufficient cover is provided for periods of leave and other staff absences
• Acting as first point of contact for admin related complaints
• Providing initial guidance and advice to patients who wish to complain
• Acting as a building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately
• Championing new technologies that improve admin workflows and support the Practice Operations Manager with training of admin team as required

The successful candidate will ideally have supervisory or management experience in general practice but applicants from other backgrounds will be considered. A basic understanding of HR processes and managing the performance of a team in a fast paced, busy setting is essential. Knowledge of our clinical system SystmOne will be an advantage. We are looking for the following skills:

• Excellent communication and interpersonal skills
• Ability to work under pressure in a fast-paced environment
• Ability to manage a team and practice admin workflow
• Ability to prioritise effectively
• Respectful of patient confidentiality
• Ability to work well as part of a team and autonomously
• Willingness to support the wider aim of the practice

We are a large, busy training practice, serving a patient population of just under 13,000 and operating from purpose built premises. With free parking close by. We use Systmone clinical system and are rated Good with CQC. Please note that should this vacancy attract sufficient interest it may be necessary to close the vacancy at an earlier date.

Please note 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 to check for any previous criminal convictions.