Administration and Kegworth Lead
Posted 5 hours 18 minutes ago by NHS
Permanent
Full Time
Other
Midlands, United Kingdom
Job Description
An exciting opportunity has arisen for an organised, proactive and enthusiastic individual to join Orchard Surgery as our Administration and Kegworth Lead.
This is a varied and rewarding role that combines operational coordination with hands on administration. We are looking for someone with excellent organisational skills who enjoys working in a busy environment and takes pride in delivering high quality patient care and administrative support.
The successful candidate will be an experienced member of a GP Practice administration team and will be confident working across all administrative functions, including Reception, Care Navigation, Medical Secretaries and other administrative roles. They will provide support wherever needed, helping to ensure the smooth day to day running of the Practice.
As the operational lead for our Kegworth site, the post holder will be the first point of contact for day to day operational matters, oversee Health & Safety arrangements, manage first line complaints and support the efficient running of the surgery.
The role also includes coordinating GP, Nursing and Administration rotas, organising medical student placements, managing room allocation, maintaining administrative systems and coordinating Practice Business Meetings, including preparing agendas and taking accurate minutes.
Main duties of the job We are looking for someone who is approachable, adaptable and able to prioritise a varied workload. Excellent communication skills, attention to detail and the ability to remain calm under pressure are essential.
The successful candidate will be required to work flexibly across both our Kegworth and Gotham sites as service needs require.
Please note this role does not have any line management responsibility.
Previous experience working within a GP Practice and using SystmOne is essential for this role.
Main Duties of the Role
The successful candidate will:
About Us
Orchard Surgery is a friendly, well established village GP Practice serving patients from our main surgery in Kegworth and our branch surgery in Gotham.
Our team consists of 4 GP Partners, Salaried GPs, Practice Nurses, Healthcare Assistants and an experienced Administration and Management Team, all working together to provide safe, high quality care to our patients.
We are proud to be a training practice, supporting GP Registrars, Medical Students and Nursing Students, and we are committed to developing our staff and embracing new ways of working.
As a member practice of PartnersHealth, the GP Federation for Rushcliffe, we work collaboratively with neighbouring practices and healthcare providers to continually improve services for our patients.
If you are an experienced GP Practice administrator who enjoys working in a varied role and would like to make a real difference to both patients and colleagues, we would love to hear from you.
Job responsibilities JOB DESCRIPTION
Job Title
Administration and Kegworth Lead
Reports to
Practice Manager
Hours
30 - 37.5 hours per week
Location
Orchard Surgery (Kegworth and Gotham)
Job Purpose
The Administration and Kegworth Lead plays a key role in ensuring the smooth day to day operation of the Practice's administrative services and the effective running of the Kegworth site.
The post holder will act as the Practice expert across all administration functions, providing support and operational cover where required. They will coordinate clinical and administrative rotas, medical student placements, room allocation and administrative systems to ensure efficient service delivery.
The role also acts as the operational lead for the Kegworth site, taking responsibility for day to day operational issues, Health & Safety, first line complaints and supporting the Practice Manager / Operations Manager with the ongoing delivery of high quality patient services.
This role does not have line management responsibility.
Key Responsibilities
The post holder will:
Act as the first operational point of contact for the Kegworth Surgery.
Responsibilities include:
For the Kegworth site, the post holder will:
The post holder will:
This is a varied and rewarding role that combines operational coordination with hands on administration. We are looking for someone with excellent organisational skills who enjoys working in a busy environment and takes pride in delivering high quality patient care and administrative support.
The successful candidate will be an experienced member of a GP Practice administration team and will be confident working across all administrative functions, including Reception, Care Navigation, Medical Secretaries and other administrative roles. They will provide support wherever needed, helping to ensure the smooth day to day running of the Practice.
As the operational lead for our Kegworth site, the post holder will be the first point of contact for day to day operational matters, oversee Health & Safety arrangements, manage first line complaints and support the efficient running of the surgery.
The role also includes coordinating GP, Nursing and Administration rotas, organising medical student placements, managing room allocation, maintaining administrative systems and coordinating Practice Business Meetings, including preparing agendas and taking accurate minutes.
Main duties of the job We are looking for someone who is approachable, adaptable and able to prioritise a varied workload. Excellent communication skills, attention to detail and the ability to remain calm under pressure are essential.
The successful candidate will be required to work flexibly across both our Kegworth and Gotham sites as service needs require.
Please note this role does not have any line management responsibility.
Previous experience working within a GP Practice and using SystmOne is essential for this role.
Main Duties of the Role
The successful candidate will:
- Provide operational support across all areas of Practice administration, including Reception, Care Navigation, Medical Secretaries and general administration.
- Coordinate GP, Nursing and Administration rotas to support the effective delivery of services.
- Coordinate undergraduate medical student placements, including inductions, timetables and room allocation.
- Act as the Practice lead for administrative systems and support the continuous improvement of administrative processes.
- Act as the first operational point of contact for the Kegworth site, responding to day to day operational issues and escalating where appropriate.
- Lead on Health & Safety responsibilities for the Kegworth site, ensuring compliance with Practice policies.
- Manage first line patient complaints and concerns, resolving issues wherever possible and escalating when required.
- Coordinate Practice Business Meetings, preparing agendas, taking minutes and following up agreed actions.
- Provide administrative cover during periods of annual leave, sickness or increased demand.
- Work collaboratively with colleagues to provide an excellent patient experience and support the smooth running of the Practice.
About Us
Orchard Surgery is a friendly, well established village GP Practice serving patients from our main surgery in Kegworth and our branch surgery in Gotham.
Our team consists of 4 GP Partners, Salaried GPs, Practice Nurses, Healthcare Assistants and an experienced Administration and Management Team, all working together to provide safe, high quality care to our patients.
We are proud to be a training practice, supporting GP Registrars, Medical Students and Nursing Students, and we are committed to developing our staff and embracing new ways of working.
As a member practice of PartnersHealth, the GP Federation for Rushcliffe, we work collaboratively with neighbouring practices and healthcare providers to continually improve services for our patients.
If you are an experienced GP Practice administrator who enjoys working in a varied role and would like to make a real difference to both patients and colleagues, we would love to hear from you.
Job responsibilities JOB DESCRIPTION
Job Title
Administration and Kegworth Lead
Reports to
Practice Manager
Hours
30 - 37.5 hours per week
Location
Orchard Surgery (Kegworth and Gotham)
Job Purpose
The Administration and Kegworth Lead plays a key role in ensuring the smooth day to day operation of the Practice's administrative services and the effective running of the Kegworth site.
The post holder will act as the Practice expert across all administration functions, providing support and operational cover where required. They will coordinate clinical and administrative rotas, medical student placements, room allocation and administrative systems to ensure efficient service delivery.
The role also acts as the operational lead for the Kegworth site, taking responsibility for day to day operational issues, Health & Safety, first line complaints and supporting the Practice Manager / Operations Manager with the ongoing delivery of high quality patient services.
This role does not have line management responsibility.
Key Responsibilities
The post holder will:
- Be competent to undertake all administration roles across the Practice.
- Provide operational support across all administrative functions, including:
- Reception and Care Navigation
- Medical Secretaries
- Workflow Management
- Clinical Coding
- Patient Registrations
- Document Management
- Referrals
- General Administration
- Provide administrative cover during periods of annual leave, sickness or increased demand.
- Support the implementation of new administrative processes and procedures.
- Promote consistency and best practice across administrative functions.
- Maintain accurate administrative records.
- Support the continuous improvement of administrative services.
- Coordinate GP rotas.
- Coordinate Nursing Team rotas.
- Coordinate Administration Team rotas.
- Coordinate annual leave to ensure safe staffing levels.
- Ensure appointment templates reflect agreed rotas.
- Liaise with clinical and administrative teams regarding rota changes.
- Coordinate all undergraduate medical student placements.
- Act as the main contact with Universities.
- Arrange induction programmes.
- Arrange room allocation.
- Monitor attendance and report where appropriate.
- Ensure students have appropriate access to Practice systems and information.
- Act as the Practice lead for administration systems.
- Develop efficient administrative processes.
- Review and improve administrative workflows.
- Maintain Standard Operating Procedures (SOPs).
- Support staff in the use of administrative systems.
- Identify opportunities to improve efficiency and patient experience.
Act as the first operational point of contact for the Kegworth Surgery.
Responsibilities include:
- Responding to day to day operational issues.
- Escalating significant issues to the Practice Manager / Operations Manager.
- Coordinating premises related issues.
- Liaising with contractors where appropriate.
- Supporting business continuity arrangements.
- Ensuring the smooth day to day operation of the site.
For the Kegworth site, the post holder will:
- Undertake regular Health & Safety inspections.
- Maintain Health & Safety records.
- Report hazards promptly.
- Monitor compliance with Practice Health & Safety policies.
- Support fire safety procedures.
- Assist with risk assessments.
- Promote a safe working environment.
- Act as the first point of contact for routine patient complaints and concerns.
- Resolve concerns wherever possible.
- Record complaints in line with Practice policy.
- Escalate complex complaints to the Practice Manager / Operations Manager.
- Identify themes that may improve patient experience.
- Coordinate Practice Business Meetings.
- Prepare and distribute agendas.
- Take accurate minutes.
- Circulate actions following meetings.
- Maintain records of meeting documentation.
- Communicate effectively with patients, colleagues and external organisations.
- Maintain effective working relationships across all Practice teams.
The post holder will:
- Maintain strict confidentiality at all times.
- Comply with GDPR and Information Governance requirements.
- Participate in mandatory training.
- Support CQC compliance.
- Promote equality, diversity and inclusion.
- Work in accordance with Practice policies and procedures.
- Undertake any other reasonable duties appropriate to the role.
- GCSE (or equivalent) English and Maths. . click apply for full job details