Administrator - Neighbourhood Team

Role Purpose

The post-holder will be required to provide administrative support to various teams across the organisation. The post holder will be required to communicate professionally and courteously at all times with both internal and external colleagues.

Role Responsibilities

• Provide real time capacity information to referrers of all services using information provided by clinical teams
• Work collaboratively with the wider support team
• Work well under pressure and can prioritise tasks
• Allocate jobs to the clinical teams to ensure the most appropriate use of resources based on patient need and geographical location
• Maintain contemporaneous information on IT systems with appropriate systems for back up in the event of systems failure to ensure that there is no disruption to service delivery
• Access GP clinical systems and other information systems where appropriate to enter read codes, update records on behalf of the teams where necessary
• Take telephone messages and pass to the relevant person/team in a prompt, efficient manner
• Liaise with Practice Managers and other staff as appropriate
• Assist in the collation of data for reporting purposes
• Ensure that all non-clinical equipment is fit for purpose and in full working order, and to purchase and manage consumables, ensuring adequate stocks of all necessary items
• Ensure records, information systems and files are maintained accurately, to allow a clear audit trail
• Work in accordance with legislation, and in line with company policies and procedures always
• Carry out any other appropriate duties as required

Management

• Allocate tasks in a timely manner, as organisational priorities change
• Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action

Governance

• Assist in the collation of data for reporting purposes

Professional / Ethical Practice

• Acting in accordance with PML protocols and policies and the Law
• Maintaining confidentiality and communicating patient information in accordance with the Data Protection Act 1998
• Working in a non-judgmental anti-discriminatory way, regarding the cultural and religious beliefs of individuals and groups
• Always working within boundaries of competency and knowledge
• Ensure safety of clinical team who may be lone working through monitoring and seeking clarification of signing on and off

Personal Development

• Attending staff meetings, team meetings and in-service training as directed
• Taking responsibility for his / her own learning and development
• Participating in an annual appraisal to identify personal / professional development plan
• Taking an active part in learning opportunities and keeps their own personal learning and development portfolio
• Taking opportunities to assist other health and social care disciplines
• Understanding own position and job within the team
• Understanding where to go for support when needed

This job description seeks to outline the key duties and responsibilities of the post holder and is not a definitive document and does not form part of the main statement of terms and conditions.

This job will be reviewed periodically, and changes may be made in consultation with the post holder.

PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.

We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010

Desirable: - Familiarity with healthcare sector - Desirable; - Experience in healthcare administration- Desirable

Essential: - A high standard of accuracy and attention to detail - Essential; - Ability to use own judgement on when to take initiative and when to take advice - Essential; - A flexible, good-humoured approach to ensure collaborative team working - Essential

Essential: - Educated to GCSE level and above specifically in English and Maths - Essential; - Excellent written/communication skills - Essential

Desirable: - Further qualifications in administration - Desirable

Essential: - Excellent oral and written communication skills - Essential; - Good organisational skills with an ability to prioritise and multi-task - Essential; - Methodical, efficient approach to office procedure and record keeping - Essential; - Good inter-personal skills - Essential