Management Support, IT and Operations Administrator
An exciting opportunity has arisen whereby we are looking to recruit a highly motivated Management Support, IT and Operations Administrator to support our management team.
The post is a 37.5 hour position; however, we will consider part-time hours for the ideal candidate.
The Management Support, IT and Operations Administrator will provide support to the management team, be able to think strategically to improve existing and implement new systems to increase efficiencies across the practice team to help better cope with an increasing workload and time pressures.
If you have what it takes and you are interested in working with highly motivated professionals and you meet the criteria, we would like to hear from you.
We reserve the right to close the application process early if a suitable candidate is appointed.
Main duties of the job
The ideal candidate will need to have:
* Excellent organisational skills
* The ability to problem solve and think strategically when faced with problems
* Confidence to challenge ideas and suggestions if there are more efficient solutions
* An enthusiastic team member with a can-do attitude, able to make a valuable contribution to the overall performance of the Practice.
Some additional beneficial skills would be:
* All-round knowledge and experience of working in a general practice
* Knowledge and experience of using SystmOne, CQRS, and PCSE systems
* Knowledge and experience of using SystmOne and Arden's reporting
* Knowledge and experience of writing SystmOne reports for audit and research purposes
Job responsibilities
The following are the core responsibilities of the Management Support, IT and Operations Administrator. There may be an occasional requirement to carry out other tasks, depending on factors such as workload and staffing levels.
The Management Support, IT and Operations Administrator is responsible for:
* Supporting the Practice Manager/Assistant Practice Manager in the day-to-day administrative, operational, IT, and reporting functions of the surgery
* Managing/coordinating the staff rotas on the surgery's clinical system (SystmOne)
* Regularly reviewing existing processes and systems, and creating new ones to ensure optimum efficiency in respect of any management and operational function
* Managing reporting and supporting the Practice Manager/Assistant Practice Manager with submitting reports for QOF, IIF, enhanced services, and other reporting requirements
* Supporting the management of the clinical system, ensuring IT security and IG compliance
* Responding to and resolving local IT issues where appropriate
* Guiding staff and developing searches and audits on the clinical system as required
* Supporting the management team in maintaining CQC standards and preparation for visits
* Assisting in the compilation of practice reports
* Providing support to the practice team on the use of Ardens templates
* Ensuring HR files are kept up to date with all relevant documents
* Keeping the accounting system up to date, managing invoices, and petty cash
* Ordering stationery and other required equipment/stock
* Supporting estates and maintenance monitoring
* Conducting Health & Safety checks with the Practice Management team
* Attending meetings and typing up meeting notes as required
Person Specification
Experience
* Experience of working within organisational policies, procedures, and guidance
* Experience of working with the general public
* Experience in a healthcare setting
* Experience in primary care
* Extensive knowledge of SystmOne including the reporting module
* NHS/Primary Care General Practice experience
* Experience of producing agendas and minutes for meetings
Qualifications
* GCSE grade A to C in English and Maths
Skills
* Strong IT skills, specifically Microsoft Excel
* Ability to prioritise, delegate, and work to tight deadlines in a fast-paced environment
* Effective time management skills
* Proven problem-solving and analytical skills
* Ability to develop, implement, and embed policy and procedure
* Ability to motivate and train staff when required
* Excellent communication skills (written, oral, and presenting)
* SystmOne user skills and reporting
* Managing invoices and cashing up
Personal Qualities
* Polite, cooperative, and flexible
* Motivated and proactive
* Ability to use initiative and judgement
* Forward thinker with a solution-focused approach
* High levels of integrity and loyalty
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
* Confident, assertive, and resilient
* Ability to suggest and implement change
* Ability to support and motivate teams
Other Requirements
* Flexibility to work outside core office hours
* Full UK driving licence
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
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