Primary Responsibilities
The following are the core responsibilities of the Senior Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. The Senior Administrator is responsible for:
1. Providing leadership and guidance with day to day leadership of the administrative and reception team, ensuring that they adhere to policy and procedure at all times.
2. Overseeing the administrative elements of QOF, national and local contracts, liaising with GPs, nursing staff and administrators including PCN staff to reach targets.
3. Implementing systems to ensure compliance with CQC regulations and standards.
4. Reviewing and regularly updating admin team job descriptions and person specifications ensuring all staff are legally and gainfully employed.
5. Assisting with administrator reception recruitment including pre-employment checks and DBS.
6. Evaluating, organising and overseeing the staff induction programme.
7. Supporting the practice manager.
8. Implementing and embedding an effective staff appraisal process which will include staff development plans for all staff (clinical and administrative) whilst maintaining a robust training record.
9. Supporting the leadership team in the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare.
10. Setting up the appointments diary (EMIS) working with the practice manager and partners for template guidance.
11. Adding locums to clinical systems.
12. Ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues utilising the available telephone and online helpdesks.
13. Running searches in EMIS, to ensure correct coding used by the practice and alert the practice manager of issues.
14. Attending IT courses relating to all database programmes the practice uses to become a super user and trainer such as QOF and Primary Care IT.
15. Reviewing and updating referral templates in EMIS as required.
16. Championing and training the team on any other referral template programmes.
17. Actively encouraging and promoting the use of patient online services.
18. Reporting issues with building services i.e. cleaning, gardening, window cleaning etc.
19. Ensuring the staff implement the practice wide approach to the management of all patient services matters.
20. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders.
21. Deputising for the PM.
Secondary Responsibilities
In addition to the primary responsibilities, the Senior Administrator may be requested to:
1. Lead the management of the Patient Participation Group.
2. Take minutes for practice meetings.
3. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level.
4. Ensure all admin staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.
5. Monitor and disseminate information on safety alerts and other pertinent information.
6. Support the overall practice clinical governance framework, submitting reports for QOF, enhanced services and other reporting requirements using CQRS and other NHS reporting systems.
7. Support the practice manager in the reviewing and updating of practice policies and procedures.
8. Support the practice and management team with continuous improvement and change initiatives.
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