JOB SUMMARY:

Responsible for the day-to-day supervision and management of all Administration staff and associated functions.
Ensure all administration duties and responsibilities are carried out in accordance with agreed procedures, protocols and time-scales, and reporting to the management team as necessary.

CONFIDENTIALITY:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

JOB RESPONSIBILITIES/DUTIES:

· Leading the team and implementing active signposting and care navigation

• Induction and training of all new reception staff to agreed standards
• Provide support and guidance to new staff and help upskilling the new and existing team members
• Ensure administration team members are up to date with mandatory training requirements.
• Ensure adequate staffing levels and organise rotas
• Deal with more complex enquiries from patients and act as first point of contact for dealing with patient complaints
• Supervise the team processes to reach internal targets
• Oversee accurate message taking for clinical and administrative staff
• Supervising the processing and distribution of incoming and outgoing mail
• Oversee and manage the daily tasks from clinical staff, ensuring these are processed and actioned by the team in an accurate, efficient and timely manner
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Supervise the team in responding to requests from patients, other team members and associated healthcare agencies and providers.
• Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
• Oversee the registration process of new patients
• Encourage and support personal development of members of the Administration Team including taking an active role in performance reviews and annual appraisals
• Maintenance of QOF registers including invitations for patients to attend for appointments / reviews
• Oversee the processing of NHS.net emails

· Manage patient queries for online access

· Ensure appropriate notification of practice closures is displayed in the patient waiting area

• Continually assess and evaluate systems, recommending changes and improvements to the management team as appropriate
• Undertake any relevant training appropriate to the job role
• Undertake any other additional duties appropriate to the post as requested by the partners or management team.
• Overseeing the opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Ensure communication with LHIS is dealt with in a timely with any IT queries
• Ensure Post incoming/outgoing is dealt with in a timely manner & confidentiality adhered to

At all times