Job summary Principal Medical Limited, a dedicated not-for-profit organisation, is seeking a highly organised and detail-oriented Administrator to support the vital work of both our Community Gynaecology Team and Frailty Team. Your contribution will be instrumental in maintaining the efficiency of operations and supporting patient care. If you are passionate about making a meaningful impact within healthcare and thrive in a collaborative, fast-paced environment, we would love to hear from you. As part of our dynamic, patient-centred organisation, you will have the opportunity to work alongside dedicated professionals, making a positive difference in the lives of the communities we serve. Main duties of the job The post-holder will be required to provide administrative support in a split-role for the Community Gynaecology and Frailty teams as the services develop projects across the Oxfordshire & Northamptonshire counties. Ensuring effective time management and communication skills are key to the success of this role; the administrator will be liaising with patients, clinicians working within the services and external organisations. 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 Date posted 31 December 2024 Pay scheme Other Salary £22,800 a year FTE Contract Permanent Working pattern Full-time Reference number E0176-24-0076 Job locations Principal Medical Ltd 3 Barberry Place Bicester Oxfordshire OX26 3HA Job description Job responsibilities Key Responsibilities: Assist the Co-ordinator(s) in adding referrals, booking appointments/visits and answering telephone calls in a timely and appropriate manner. Allocate workload to the Frailty team clinicians according to capacity, amending as appropriate to meet service demand. Support the smooth and efficient running of CGS clinics by liaising with those providing clinic locations to ensure appropriate levels of both clinical and non-clinical consumables are available. Ensure records, information systems and files are maintained accurately, to allow a clear audit trail. Aid the Co-ordinator(s) in collating data for reporting purposes. Liaise with General Practitioners, Practice medical secretaries and other staff as appropriate. Support changes associated with booking appointments and cancellations in a timely and appropriate manner, making changes due to sickness, emergency leave, short-notice annual leave and patient cancellations. Provide consistent communication to CGS patients by sending appointment confirmations, referral letters and test request labels in a timely manner, to ensure no delay to patient care. Always work safely in accordance with legislation and in line with company policies and procedures. Provide ad-hoc support to wider administration teams to ensure that clinicians and referrers to services are always responded to as efficiently as possible. Professional / Ethical Practice This involves: Acting in accordance with Principal Medical Limited (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, with regard to the cultural and religious beliefs of individuals and groups. Working within boundaries of competency and knowledge at all times. Personal Development This involves: 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. Participate in the induction of new staff as required. Job description Job responsibilities Key Responsibilities: Assist the Co-ordinator(s) in adding referrals, booking appointments/visits and answering telephone calls in a timely and appropriate manner. Allocate workload to the Frailty team clinicians according to capacity, amending as appropriate to meet service demand. Support the smooth and efficient running of CGS clinics by liaising with those providing clinic locations to ensure appropriate levels of both clinical and non-clinical consumables are available. Ensure records, information systems and files are maintained accurately, to allow a clear audit trail. Aid the Co-ordinator(s) in collating data for reporting purposes. Liaise with General Practitioners, Practice medical secretaries and other staff as appropriate. Support changes associated with booking appointments and cancellations in a timely and appropriate manner, making changes due to sickness, emergency leave, short-notice annual leave and patient cancellations. Provide consistent communication to CGS patients by sending appointment confirmations, referral letters and test request labels in a timely manner, to ensure no delay to patient care. Always work safely in accordance with legislation and in line with company policies and procedures. Provide ad-hoc support to wider administration teams to ensure that clinicians and referrers to services are always responded to as efficiently as possible. Professional / Ethical Practice This involves: Acting in accordance with Principal Medical Limited (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, with regard to the cultural and religious beliefs of individuals and groups. Working within boundaries of competency and knowledge at all times. Personal Development This involves: 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. Participate in the induction of new staff as required. Person Specification Skills and Knowledge Essential 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 Experience Desirable Familiarity with healthcare sector Experience in healthcare administration Other Essential 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 Qualifications Essential Educated to GCSE level and above Excellent written/communication skills Desirable Further qualification in administration Person Specification Skills and Knowledge Essential 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 Experience Desirable Familiarity with healthcare sector Experience in healthcare administration Other Essential 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 Qualifications Essential Educated to GCSE level and above Excellent written/communication skills Desirable Further qualification in administration 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 Principal Medical Limited Address Principal Medical Ltd 3 Barberry Place Bicester Oxfordshire OX26 3HA Employer's website https://www.principal-medical.co.uk (Opens in a new tab)