Operations Administrator

The Administrator role is designed to provide administrative support in relation to the operational day to day running of the practice. The postholder will work with managers with the aim to run an efficient administration service to clinical staff and together with other non-clinical staff will aim to develop systems and processes that will enhance service provision to patients.

(Hours are Monday - Friday and flexible between 30 - 37.5 hours for suitable candidate)

Supporting the practice with admin support to ensure smooth running of the Practice.

To be the main point of contact and deliver an efficient administration service for the practice.

Assist in Human resources

Recall administration

CQC administration

Invoice administration

We are a friendly, supportive, and family-focused practice serving almost 16,000 patients across our two surgery sites in BD4 and BD7. Our team of 48 staff work closely together with a shared commitment to providing excellent patient care and creating a positive workplace for everyone. We believe in equal care for every patient and equal respect for every staff member.

Whether you are new to general practice or bringing years of experience, you will be welcomed into a team where your contribution is valued, your wellbeing matters, and support is always available. We take pride in our collaborative culture, where colleagues help one another, celebrate successes together, and work towards a common goal of improving the health and wellbeing of our local community.

If you are looking for a role where you can make a real difference while feeling part of a genuinely caring team, we would love to hear from you.

Job Description

Job Title: Operations Administrator

Reports To: Finance - Operations Manager / Practice Manager

Hours: 37.5 per week (Mon Fri)

The Administrator role is designed to provide administrative support in relation to the operational day to day running of the practice. The postholder will work with managers with the aim to run an efficient administration service to clinical staff and together with other non-clinical staff will aim to develop systems and processes that will enhance service provision to patients.

Job Summary:

Supporting the practice with admin support to ensure smooth running of the Practice.

To be the main point of contact and deliver an efficient administration service for the practice.

Duties & Responsibilities
:

Human Resources

The Administrator will assist the Practice Manager with recruitment of administrative staff, placing adverts, preparing shortlisted CVs, pre-screening CVs.

To be responsible for obtaining administrative paperwork for new starters including GP locums. To complete the relevant starter forms e.g. THIS, ICE pathology, Smartcard access and disable leavers.

To provide inductions for new staff joining the practice.

To be responsible for submitting National Workforce Reporting on a monthly basis.

To calculate staff annual leave in line with protocol and update Teams Net. To amend annual leave records as instructed by management.

To plan and organise in house appraisals for GPs, ANPs and Admin team (CNs done by LC, Nursing done by KS) and request staff feedback.

To be responsible for updating clinicians clinical registrations.

To maintain records of attendance of training courses for staff and update Teams Net.

To keep Human Resources documentation up to date and ensure Teams Net is updated as well as staff files.

Administration

To take minutes of the meeting for the practice management team meetings and Admin team meetings.

To arrange diabetes meetings with the Diabetic Specialist Nurses.

To ensure team calendars are updated e.g. To update room bookings.

To organise meetings and training events. To update the meeting planner and ensure all staff are aware of practice meetings. To liaise with Local Care Direct to ensure the correct cover is booked.

To process complaints administration and log complaints on the spreadsheet.

To liaise with students before and during placement, carry out induction and set up access to systems.

To save the weekly communication bulletins on the F drive and communicate to staff.

To update the website regularly ensuring that the site is up to date.

Responsible for ordering administrative consumables and stationary required by the practice.

To keep spreadsheets up to date for keys and laptops.

To cross cover for secretarial should the need be required.

Organise social events, refreshments, cards, certificates and flowers for the practice.

Organise PLT events - arrange LCD cover, liaise with any external contacts, disseminate agenda, prepare any admin for management/clinicians etc

Recall administration

To contact patients and book appointments for diabetes recall Level 2 appointments and process admin referrals. This takes half a day a week.

CQC Admin

Meeting weekly with Dr Harrison and APM for updates

Updating protocols and collating evidence for audits

Arranging any outstanding actions that form part of…