Job Summary
We are looking for a highly motivated and enthusiastic administrator to join our friendly team. You will be providing administrative support to the James Alexander Family Practices (JAFP) site at Princes Avenue, Hull.
The lead administrator position is a busy and varied role, working in collaboration with the Strategic Lead, Operational Lead and other admin colleagues, to support the administrative team and the wider clinical team.
Main duties of the job
As Admin Services Lead, you will have excellent IT and communication skills. You must be organised and flexible, reacting to current requests and demands while managing your own workload.
You will oversee the day-to-day running of the admin office spaces and administrative tasks. You will provide monthly supervision and annual appraisals to the other administrators within the team.
You will also receive monthly supervision and annual appraisal. You will have the opportunity to do additional training and develop your skills and knowledge, utilising all the resources available within JAFP to support your career pathway.
This role is primarily based at Princes Medical Centre in Hull, but you will occasionally need to support our other site based in Bransholme, Hull. Therefore, access to transport is preferable.
Your working hours will be 40 hours per week, covering Monday to Friday on a week one and week two pattern within our core hours of service, between 07:30-18:30. There will also be the requirement to take staff sick calls from 07:00am on a rota basis, which will attract a supplement payment.
About Us
James Alexander Family Practice is a large Primary Care Organisation, delivering General Practice services across two sites; with practices at Bransholme Health Centre and Princes Medical Centre.
Patient-centred care is at the heart of our organisation, with one of our key objectives being to provide a high-quality service to our patients.
Our total list size is over 21,000 patients with over 13,000 registered at Bransholme, and over 8,000 at Princes Avenue.
We have a wide and diverse clinical team of both medical and non-medical staff, including Clinical Practitioners, First Contact Physiotherapists, GP Assistants, Practice Nurses, Health Care Assistants, and a Mental Health Practitioner. We also have a dedicated in-house Pharmacy Team.
We work closely with the Primary Care Network, Marmot PCN, and both get support from and support the PCN.
James Alexander Family Practice recognises the importance of personal interests and family life and works to create a healthy work/life balance for all staff.
Regular staff activities are arranged outside of work to support and maintain staff emotional wellbeing, including walking with alpacas and wine tasting.
We have staff health and wellbeing weeks throughout the year, where staff get access to activities such as massages, reiki, and jewellery making during the working week.
We actively take part in events to support local organisations and charities.
Job Description
Job Responsibilities
The Admin Services Lead plays a key role in managing the administrative functions of the organisation, ensuring efficient patient services, compliance with NHS regulations, and effective support for the administrative team. The role involves supervising the administrative team, optimising workflows, and maintaining high standards of patient care and confidentiality.
You will produce documents, reports, and agendas, including taking minutes at a variety of meetings, such as formal HR meetings.
You will work closely with the Operational Lead to monitor the administrative team KPI's and assist in producing monthly and annual performance reports.
You will maintain and update administrative policies and procedures to improve efficiency and ensure compliance with NHS policies, GDPR, and confidentiality regulations.
The Admin Services Lead role includes involvement in the recruitment of new administrative staff, while providing supervision, annual appraisals, and training of other administrative staff within the team. You will undertake general administrative tasks, including ordering stationery and other non-clinical stock.
You will manage the Admin, Secretary, and Summariser Rotas, making ad-hoc changes as required.
The Admin Services Lead will be the first point of contact for all patient feedback received into the organisation, responding to and resolving patient concerns, and implementing strategies to improve the patient experience.
You will support and work closely with the Admin Services Lead based at our Bransholme site, providing cross-cover during periods of leave and ensuring standardised and consistent processes at each site.
You will complete staff return to work meetings for staff returning from periods of sickness and personal leave, and carry out low-medium level Investigatory Meetings.
The successful applicant will be responsible for performance management of the Admin, Secretarial, and Summariser Teams, carrying out documented conversations and providing support and training as required.
You will deal with day-to-day issues relating to IT equipment and any admin and clinical area issues.
The Admin Services Lead will be the Main Fire Warden for the Princes site and must be an excellent team player with strong personal resilience.
Person Specification
Qualifications
* NVQ Level 3 in Business & Administration or equivalent level of experience and knowledge.
Experience
* Experience of working as part of an admin team.
* Previous experience in an administrative leadership role, preferably within a GP surgery or healthcare setting.
* High level of professionalism, discretion, and confidentiality.
Desirable
* Experience of working in General Practice.
* Strong knowledge of NHS procedures, medical terminology, and clinical systems (EMIS Web).
* Excellent organisational, problem-solving, and multitasking skills.
* Strong leadership and team management abilities.
* Experience handling patient complaints and resolving conflicts.
* Experience of handling high volumes of telephone calls.
* Note taking.
Knowledge and Skills
* Excellent communication skills, both verbal and written.
* Excellent IT skills and knowledge of all Microsoft Office Packages.
* Knowledge of routine and non-routine administrative procedures acquired through qualification or experience.
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.
Employer Details
Employer Name
James Alexander Family Practice
Address
Princes Medical Centre
Princes Avenue
Hull
HU5 3QA
Employer's Website
https://www.jamesalexanderfamilypractice.uk/ #J-18808-Ljbffr