AsAdministration Manager at Evelyn Medical Centre, you will be responsible forthe effective leadership, management, and development of the Administrationteam. You will oversee daily operations, manage workflow, and support staffdevelopment to ensure the smooth and efficient running of the practice.
Thisis a dynamic and rewarding leadership role requiring excellent organisationalskills, attention to detail, and a strong commitment to delivering outstandingpatient care.
Youwill also play a key role in supporting the management team by promotingEquality, Diversity & Inclusion (ED&I), Safety, Health, Environment& Fire (SHEF), quality improvement, confidentiality, collaborative working,service delivery, and learning and development. You will help ensure thepractice remains fully compliant with CQC regulations.
Ifyou are a confident, motivated leader with a passion for operationalexcellence, we welcome your application to make a meaningful impact within ouradministration department.
Hours:37 hours per week
Main duties of the job
Nestled in thebreathtaking Hope Valley within the stunning Peak District, our Practice issurrounded by serene landscapes that promise a scenic journey to work everyday. From our office, youll enjoy the inspiring view of Lose Hilla backdropas uplifting as the care we strive provide.
As a long-establishedGeneral Practice, we are dedicated to delivering high-quality family doctorservices to the Hope Valley community. At the heart of our work is a commitmentto fostering strong partnerships with our patients, built on support, respect,and courtesy.
Whether its ourpicturesque setting or our patient-centred approach, were proud to make apositive difference in the lives of those we serve.
Our aim is to providethe highest quality health care available to all our patients, with a well-trained and highly motivated primary health care team.
About us
Nestled in thebreathtaking Hope Valley within the stunning Peak District, our Practice issurrounded by serene landscapes that promise a scenic journey to work everyday. From our office, youll enjoy the inspiring view of Lose Hilla backdropas uplifting as the care we strive provide.
As a long-establishedGeneral Practice, we are dedicated to delivering high-quality family doctorservices to the Hope Valley community. At the heart of our work is a commitmentto fostering strong partnerships with our patients, built on support, respect,and courtesy.
Whether its ourpicturesque setting or our patient-centred approach, were proud to make apositive difference in the lives of those we serve.
Our aim is to providethe highest quality health care available to all our patients, with a well-trained and highly motivated primary health care team.
Job responsibilities
Asthe Administration Manager, you will play a vital leadership role, ensuring the smooth operation of all administrative functions while maintainingefficiency, compliance, and excellent patient experience.
Leadership,Line Management & Workflow Oversight
- Plan, allocate, and manage administrationworkflows to ensure efficiency and effectiveness
- Provide day-to-day managerial and supervisory support to the administrationteam
- Lead staff appraisals, development planning, and mentorship for trainees andstudents
- Line manage the administration team to promote a positive, productive workingenvironment
- Compile administration rotas up to six weeks in advance, taking account ofleave and arranging cover as required
Administration& Operational Duties
- Oversee theday-to-day workload of the administration team
- Monitor the practice waiting roomenvironment
- Manage and monitor practice social media accounts
- Oversee and maintain the practice website
- Act as the main point of contact for, and attend, Patient Participation Group(PPG) meetings
- Manage the appointment system, including processing requests and monitoringschedules
- Handle patientcommunications via telephone, email, and face-to-face contact
- Signpostpatients appropriately to relevant services
- Coordinate communication with patients, staff,and external agencies
- Maintain accurate healthcare records, including data entry, scanning, andclinical coding
- Process new and temporary patient registrations
- Support general administrative tasks, including email management anddocumentation
- Provideoperational support to clinical staff as required
- Ensure a well-organised, efficient, andprofessional working environment
- Support the Dispensary with repeat prescription processes
- Act as a central point of contact forexternal organisations (e.g. police, solicitors, DVLA)
- Monitor and promote the Friends and FamilyTest
- Act as the practice Fire Marshal, ensuring evacuation lists and visitor logsare maintained
- Provide initial guidance to patientswishing to raise verbal complaints and ensure staff are fully familiar with thecomplaints procedure
Compliance& Protocol Management
- Supportdelivery of enhanced services and other contractual service requirements
- Identify training needs and deliver team training as required
- Develop, implement, and embed efficient administrative processes in line withlegislation
- Review and update all administration and reception policies and procedures
- Manage all practice deliveries, ensuring compliance with cold chainrequirements where applicable
MeetingsManagement:
- Coordinate and act as secretary for thePatient Participation Group meetings
- Coordinate and chair administration teammeetings within the practice
- Arrange and undertake monthly 1-2-1 meetingswith each administration team member
- Attend weekly management meetings within thepractice
- Attend the practice weekly business meetingsand communicate any relevant information to the administration team
Person Specification Other requirements
- Flexibility to work outside of core office hours
- Maintain confidentiality at all times
- Evidence of continuing professional development
Qualifications
- GCSE English (C or above) and at least three others
- Educated to A-level/equivalent or higher, with relevant experience
- Management Qualification
- AMSPAR qualification (L3 in Medical Administration)
- NVQ Level 2 in Health and Social Care
Experience
- Experience of working with the general public
- Experience of administrative duties
- Experience of leading/managing a team
- Experience of working in a healthcare setting
- Experience of successfully developing and implementing projects
- Experience of providing appraisal writing and staff development
- Experience of health and safety requirements and needs within a small business
- Experience of chairing meetings, and producing agendas and minutes
Knowledge & Skills
- Excellent communication skills (written and oral)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to manage and develop staff (rotas, appraisals etc)
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Strategic thinker with a solutions-focused approach
- Good organisational skills
- Ability to effectively utilise resources
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Ability to network and build relationships
- Flexible, cooperative and motivated
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to use initiative and judgement
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions
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.