We are an 11,000 patient dispensing and training GP Surgery in a semi-rural area close to Reading, with 7 GPs, 1 Registrar, a Nursing Team, Paramedics, an In-house Dispensary, and over 20 support staff.
We are seeking a part-time Office Manager to assist our Practice Manager in delivering organisational objectives.
The main focus of the role will be the preparation of administrative tasks, dealing with I.T. issues, health and safety, HR, and premises maintenance.
The ideal candidate will have excellent organisational skills, I.T. proficiency, and be an effective communicator.
We offer NHS Pension, free parking, and social functions.
Main duties of the job
Administrative Management
1. Deal with all staff welfare issues (including sickness, training, appraisals).
2. Deal with all staff recruitment (including initial IT setup).
3. Arrange and chair meetings (take minutes).
4. Line manage Heads of Departments (HoDs).
5. Manage incoming complaints, comments, and concerns.
6. Record significant events correctly.
7. Health & Safety, cleaning, and maintenance (shared with PM).
8. Carry out any work requested via the Practice Participation Group (PPG).
9. Review all practice policies and ensure adherence.
10. Manage IT/Telephone system issues and ensure the website/media screens are up to date.
11. Process patient invites letters (healthcare/cervical screening checks).
12. Assist in all procurements and surgery provisions (both Medical & Non-Medical).
13. Assist the Admin Assistant with GPs/Nurses appointments setup, annual leave, meetings, mail merges, amendments, deductions, and room allocation procedures when on annual leave.
External relations and actions
* Take an active role in working with colleague Practices in the local Integrated Care Board (ICB).
* Assist in ensuring the Practice meets targets agreed by the ICB.
Facilities Management (with Management Team)
* Ensure value for money is achieved in the purchasing of consumables and capital items.
* Maintain the premises to a safe standard, complying with all building regulations.
* Ensure capital equipment and appliances are maintained to comply with PMS contract requirements and all relevant legislation.
* Ensure contractors undertaking maintenance tasks are adequately insured and qualified for the task.
Health and Safety Management
* Ensure Practice premises and work systems comply with the requirements of the Health and Safety at Work etc Act 1974 and all other relevant safety legislation.
Information Technology (with Management Team)
* Act as administrator for the Practice website, updating information as necessary.
* Troubleshoot any hardware and software issues as they arise.
* Ensure the surgery telephone system is maintained in good working order.
* Manage the surgery Intranet, ensuring it is up-to-date and accessible to all clinicians.
Cover
* Cover for the Management Team in their absence.
Developments and change
* This job description reflects the current requirements of the surgery and the post. It may be subject to change from time to time. Proposed changes will be discussed with the post holder.
Health & Safety
The post holder is required to take reasonable care of his/her own health and safety and that of other persons who may be affected by his/her own acts or omissions.
To assist Mortimer Surgery in reducing healthcare-associated infections and maintaining high levels of infection control, you should be familiar with the surgery's IPC policy.
You must either complete online mandatory training or attend the in-house annual IPC update. You must be compliant with all standards relevant to your department at all times.
You are responsible for keeping your work area clean and tidy.
Person Specification
Experience
* Experience of working within an Administrative Role.
* Experience of working within a Team.
* Experience of working in a GP Practice.
Qualifications
* High Level GCSE in English & Maths.
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.
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