Principal Medical Limited is seeking a dedicated and organised Administrator to join our Community Services Department. In this role, you will provide essential administrative support, ensuring the smooth and efficient running of services that benefit the local community. As an integral part of our team, you will be responsible for managing records, coordinating appointments, liaising with healthcare professionals, and assisting with general office duties to support the delivery of high-quality healthcare services.
This advert may close earlier than the indicated date if sufficient applications are received.
Main duties of the job
The post-holder will be required to provide operational/administrative support to various teams across the organisation. The postholder will be required to communicate professionally and courteously at all times with both internal and external colleagues.
The two main duties of the role will be as follows:
* Assist with the coordination of referrals for our community teams.
* Allocate workload according to activity.
About us
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.
Job responsibilities
Administration Duties:
* Provide real-time capacity information to referrers of all services using information provided by clinical teams.
* Coordinate 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 backup 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 relay to the relevant person/team in a prompt, efficient manner.
* Liaise with General Practitioners, 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 safely at all times in accordance with legislation, and in line with company policies and procedures.
* Carry out any other appropriate duties as required.
Management:
* Allocate tasks on a daily basis as required 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.
* Ensure that all non-clinical equipment is fit for purpose and in full working order, and to assist the Operations Support Manager to manage consumables.
* Work safely at all times in accordance with legislation, and in line with company policies and procedures.
Professional / Ethical Practice
* Act in accordance with Principal Medical Limited (PML) protocols and policies and the Law.
* Maintain confidentiality and communicate patient information in accordance with the Data Protection Act 1998.
* Work in a non-judgmental anti-discriminatory way, with regard to the cultural and religious beliefs of individuals and groups.
* Work within boundaries of competency and knowledge at all times.
* Ensure safety of clinical team who may be lone working through monitoring and seeking clarification of signing on and off.
Personal Development
* Attend staff meetings, team meetings and in-service training as directed.
* Take responsibility for personal learning and development.
* Participate in an annual appraisal to identify personal/professional development plan.
* Take an active part in learning opportunities and keep their own personal learning and development portfolio.
* Take opportunities to assist other health and social care disciplines.
* Understand own position and job within the team.
* Understand where to go for support when needed.
* Participate in the induction of new staff as required.
It is the duty of all employees of PML to ensure a safe working environment and safe working practices are maintained at all times.
Staff should be prepared to work at any location within the Company to accommodate the needs of the service.
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.
Person Specification
Experience
* Familiarity with healthcare sector.
* Experience in healthcare administration.
Qualifications
* Educated to GCSE level and above.
* Excellent written/communication skills.
* Further qualification in administration.
Other
* A high standard of accuracy and attention to detail.
* Ability to use own judgement on when to take initiative and when to take advice.
* A flexible, good-humoured approach.
Skills and Knowledge
* Excellent oral and written communication skills.
* Good organisational skills with an ability to prioritise.
* Methodical, efficient approach to office procedures and record keeping.
* Good inter-personal skills.
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.
Community Services Operations Support Manager
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