Job summary Job Title: Triage Team Administrator Hours per week: 19 hours Location: North Darnall Health Centre,S9 5DH Contract: Permanent Main duties of the job The Triage Team Administratorwill be responsible for the delivery of an innovative, professional, high quality and efficient administration service to the PCS Group Triage Team The post holder will work collaboratively with the Senior Practice Co-ordinator, Support Managers and Operations Manager to continually seek ways to improve processes, efficiency and to promote agile ways of working. The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, reporting potential risks identified. About us About us Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are 75 GP practices in Sheffield covering around 600,000 patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire and Bassetlaw Integrated Care System (ICS). You will play a key role in ensuring we embed high standards of patient care and the services we provide are of high quality. Date posted 27 March 2025 Pay scheme Other Salary £22,369.34 a year pro rata per annum Contract Permanent Working pattern Part-time Reference number A3466-25-0011 Job locations Primary Care Sheffield Ltd 28 Kenwood Park Road Sheffield S7 1NF Darnall Health Centre York Road Sheffield S9 5DH Job description Job responsibilities Main Duties and Responsibilities Provide operational support for a PCS Group Triage Team, to assist service users with access to appropriate health care and holistic support Coordinate the administrative processes of registering new patients in Anima Manage IT delivery in hub by reporting faults etc liaising with IT support, clinicians ,Managers etc Support patients through their practice journey Work on the reception desk when required to provide support to the team and patients in challenging situations to provide solutions Provide training to the team to ensure patients are navigated through the practice correctly Continually assess the effectiveness of processes and procedures reporting back to Senior Practice Co-ordinator Reviewing, prioritising and redistributing work where appropriate Deputising for the Senior Practice Co-ordinator when required Monitor progress and chase against identified actions that are required, following on from meetings and delegated duties Promote effective communication, team working and opportunities for sharing best practice within the team To provide high level, professional and confidential administrative support as part of an administrative team Work with the Senior Practice Co-ordinator to develop, innovate and make efficient standard ways of working Continually assess the effectiveness of processes and procedures reporting back to Senior Practice Co-ordinator Offer directional support to the administration team ensuring that administration, facilities and reception work together to provide a high quality service Provide administrative support as required to the senior team where appropriate monitoring work list and tasks to ensure all work is completed in a timely manner Identify training and development areas, sourcing training solutions and working with the Senior Practice Co-ordinator to deliver Using excellent communication, persuasion, and negotiation skills to receive and communicate complex and sensitive information from and to a range of stakeholders across organisations using telephone, e-mail and face to face. This will include regularly receiving requests and demands from persons both external and internal to PCS such as Directors, Managers, GP practices, secretaries and patients To apply knowledge of administrative systems and procedures to problem solve and where necessary develop alternative or additional systems that support quality delivery of services Provide administrative support as required, to internal meetings and other formal meetings in the form of notes and or action points Escalate, direct specific issues to key individuals within the wider PCS team as required, using knowledge of roles and responsibilities within the members of the services Assist in managing processes by providing information and analysis as appropriate This job description should not be regarded as definitive. It is intended to provide the post-holder with a broad outline of their function. The post-holder may be required to undertake any other duties reasonably falling within the grade of this post General Responsibilities When required, act flexibly within your role, which may include extended working days and working on alternate sites, This will be in consultation with your line manager and PCS policies The post holder will be managed by the Senior Practice Co-ordinator but will be expected to act independently exercising sound judgement to support others in the team The post holder will act autonomously in areas of work seeking advice when necessary The post holder will have regular 1-1s with Senior Practice Co-ordinator to support ongoing development and review performance Health and Safety The post-holder will assist in promoting and maintaining their own and others health safety and security as defined in the Practice Health and Safety Policy, reporting potential risks identified Communication The post-holder should recognise the importance of effective communication within the team and will strive to Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Job description Job responsibilities Main Duties and Responsibilities Provide operational support for a PCS Group Triage Team, to assist service users with access to appropriate health care and holistic support Coordinate the administrative processes of registering new patients in Anima Manage IT delivery in hub by reporting faults etc liaising with IT support, clinicians ,Managers etc Support patients through their practice journey Work on the reception desk when required to provide support to the team and patients in challenging situations to provide solutions Provide training to the team to ensure patients are navigated through the practice correctly Continually assess the effectiveness of processes and procedures reporting back to Senior Practice Co-ordinator Reviewing, prioritising and redistributing work where appropriate Deputising for the Senior Practice Co-ordinator when required Monitor progress and chase against identified actions that are required, following on from meetings and delegated duties Promote effective communication, team working and opportunities for sharing best practice within the team To provide high level, professional and confidential administrative support as part of an administrative team Work with the Senior Practice Co-ordinator to develop, innovate and make efficient standard ways of working Continually assess the effectiveness of processes and procedures reporting back to Senior Practice Co-ordinator Offer directional support to the administration team ensuring that administration, facilities and reception work together to provide a high quality service Provide administrative support as required to the senior team where appropriate monitoring work list and tasks to ensure all work is completed in a timely manner Identify training and development areas, sourcing training solutions and working with the Senior Practice Co-ordinator to deliver Using excellent communication, persuasion, and negotiation skills to receive and communicate complex and sensitive information from and to a range of stakeholders across organisations using telephone, e-mail and face to face. This will include regularly receiving requests and demands from persons both external and internal to PCS such as Directors, Managers, GP practices, secretaries and patients To apply knowledge of administrative systems and procedures to problem solve and where necessary develop alternative or additional systems that support quality delivery of services Provide administrative support as required, to internal meetings and other formal meetings in the form of notes and or action points Escalate, direct specific issues to key individuals within the wider PCS team as required, using knowledge of roles and responsibilities within the members of the services Assist in managing processes by providing information and analysis as appropriate This job description should not be regarded as definitive. It is intended to provide the post-holder with a broad outline of their function. The post-holder may be required to undertake any other duties reasonably falling within the grade of this post General Responsibilities When required, act flexibly within your role, which may include extended working days and working on alternate sites, This will be in consultation with your line manager and PCS policies The post holder will be managed by the Senior Practice Co-ordinator but will be expected to act independently exercising sound judgement to support others in the team The post holder will act autonomously in areas of work seeking advice when necessary The post holder will have regular 1-1s with Senior Practice Co-ordinator to support ongoing development and review performance Health and Safety The post-holder will assist in promoting and maintaining their own and others health safety and security as defined in the Practice Health and Safety Policy, reporting potential risks identified Communication The post-holder should recognise the importance of effective communication within the team and will strive to Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Person Specification Skills and Competencies Essential Ability to communicate well with immediate and wider team, creating a cohesive working environment Able to make decisions quickly with confidence Approachable and helpful Honesty and openness in communicating with colleagues Calmness, flexibility and adaptability A systematic, methodical and sensitive approach to problem solving, taking into account diverse viewpoints Commitment to continuous professional development Honesty and openness in communicating with colleagues Transparency Willingness to learn from colleagues Experience Essential Call handling and/or administrative experience Experience of dealing with sensitive information and its constraints Ability to work in a fast, evolving organisation Clear understanding of data protection and confidentiality requirements Desirable Experience of working in a Healthcare environment Receptionist or Medical Terminology Qualifications Knowledge and Understanding Essential Understanding and knowledge of Primary Care and NHS Strong problem solving, critical thinking, interpersonal, and verbal and written communication skills Excellent organisational skills Excellent communication skills Excellent Keyboard skills Desirable System One knowledge Person Specification Skills and Competencies Essential Ability to communicate well with immediate and wider team, creating a cohesive working environment Able to make decisions quickly with confidence Approachable and helpful Honesty and openness in communicating with colleagues Calmness, flexibility and adaptability A systematic, methodical and sensitive approach to problem solving, taking into account diverse viewpoints Commitment to continuous professional development Honesty and openness in communicating with colleagues Transparency Willingness to learn from colleagues Experience Essential Call handling and/or administrative experience Experience of dealing with sensitive information and its constraints Ability to work in a fast, evolving organisation Clear understanding of data protection and confidentiality requirements Desirable Experience of working in a Healthcare environment Receptionist or Medical Terminology Qualifications Knowledge and Understanding Essential Understanding and knowledge of Primary Care and NHS Strong problem solving, critical thinking, interpersonal, and verbal and written communication skills Excellent organisational skills Excellent communication skills Excellent Keyboard skills Desirable System One knowledge 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 Primary Care Sheffield Address Primary Care Sheffield Ltd 28 Kenwood Park Road Sheffield S7 1NF Employer's website http://www.primarycaresheffield.org.uk/ (Opens in a new tab)