Senior Administrator

Senior Administrator

North Staffordshire GP Federation

The closing date is 23 April 2023

Job summary

Job Purpose

To support the Federations Quality and Governance Manager and wider Federation with a high level administrative function.

Main duties of the job

You will be supporting the Federations Quality and Governance Manager and wider Federation with a high level finance and HR administrative function completing all pre-employment checks, assisting with recruitment and selection, issuing contracts and offer letters, maintaining personal files. You will also attend meetings to take accurate notes of the discussion and to document key action points.

About us

North Staffordshire GP Federation is a membership organisation to all 68 GP practices currently serving the whole of North Staffordshire, including Stoke on Trent, Newcastle under Lyme and Staffordshire Moorlands. Member practices currently provide services to over 515,000 patients. We seek to ensure that practices provide enhanced, integrated, patient centred care. Our key objectives are:

1. To provide a support arm (supporting Practices, their staff and PCNs)

2. To develop services for patients

3. To deliver services to patients

4. To be a Network of Networks and represent Primary Care.

Job description

Job responsibilities

Senior Administrator

Job Description

Reports to: Quality and Governance Manager

Accountable to: Associate Director of Strategy and Development

Hours: 25 to 37.5 hours per week

Salary: £21,730 - £24,427.98 per annum

Job Purpose

To support the Federations Quality and Governance Manager and wider Federation with a high level administrative and PA function.

Principle Duties

Administration and PA:

1. To maintain our web and social media presence by updating our website, Facebook and twitter pages.

2. To maintain systems for receiving, checking and logging invoices and payments to ensure our Accountants and Finance Officer have all the relevant information.

3. Using the internal accounting system to raise invoices.

4. To organise meetings and training for the Federation and wider membership, ensuring venues are booked, catering requirements are fulfilled and relevant invites are sent and attendance collated.

5. To ensure that there is a regular schedule of Board meetings and that agendas are prepared and circulated in advance of the meeting.

6. To organise the monthly CQC and Governance meetings and ensure the agendas are prepared and circulated in advance of the meeting.

7. To assist the Management Team and Directors with diary management and travel arrangements when required.

8. To assist the Project Officer in maintaining our GP Locum Portal.

9. To manage the systems for Clinician documentation in line with the Protocol and CQC requirements.

10. To provide a HR administration function including completing all pre-employment checks, assisting with recruitment and selection, issuing contracts and offer letters, maintaining personnel files etc.

11. Attend meetings to take accurate notes of the discussion and to document key action points.

12. Assist the Quality and Governance Manager in relation to building maintenance.

13. To assist the Quality and Governance Manager in managing the Office environment including ensuring appropriate Health and Safety compliance.

14. To provide holiday / sickness cover for the Quality and Governance Manager where appropriate.

15. Any other duties appropriate to the post that are requested of you on occasion.

Maintaining Stock & Supplies:

1. To order stationary and supplies for the Federation upon request and in line with a budgetary allocation and ensure appropriate systems are in place to avoid over ordering.

Planning & Organisational Skills:

1. Manage own time effectively, prioritising own workload to meet competing demands.

2. Deal with queries and issues, understanding the limitations of the role and know when to escalate to a manager.

Communication and Working Relationships:

1. Deal with enquiries via phone, face to face or email from clinicians and other staff and ensure that these are addressed or signposted to the appropriate person.

2. Use own initiative.

3. Demonstrate a professional approach in handling sensitive and confidential information.

Personal and People Development:

1. Take responsibility for own role and identify any knowledge or skills gaps where additional support or training is required.

2. Actively participate in the Federations annual appraisal process providing evidence to meet the requirements of the post.

3. Ensure you work in accordance with our Health and Safety policies at all times and maintain a healthy and safe working environment for self, other staff and patients.

4. Train as a fire marshal and undertake fire marshal duties as appropriate.

5. Attend and keep up to date with all statutory and mandatory training requirements commensurate with the role.

Person Specification

Experience

Essential

• At least 3 years proven administration experience within a busy office environment.
• Experience gained in a healthcare setting.
• Dealing with a wide range of people from different backgrounds.
• Diary management experience.
• Experience of maintaining and updating web pages and social media pages.
• Experience of organising, attending and minuting meetings.

Desirable

• Experience of general office management such as organising repairs, ensuring compliance with general health and safety etc.
• Experience of organising events such as conferences, seminars etc.

Skills and Knowledge

Essential

• High standard of literacy and numeracy.
• Ability to work without close supervision.
• Able to work as part of team.
• Excellent organisation skills with the ability to prioritise workload.
• The ability to exercise judgement when dealing with problems.
• Excellent communication and interpersonal skills.
• Resilient and calm under pressure.
• Excellent computer skills including MS Word and MS Excel.
• Ability to produce newsletters and promotional material using packages such as MS Publisher
• An understanding of Primary Care or NHS services.
• Able to form key relationships with member practices, other stakeholders, suppliers and contractors.

Desirable

• Sensitivity and empathy with people from different backgrounds.

Other Factors

Essential

• An understanding of the need to maintain confidentiality at all times and to respect patient privacy.
• Able to provide advice and information in a polite and courteous manner.
• Ability to complete tasks to deadlines and to a specified standard.
• Ability to be flexible in approach to work and possibly work at different hubs across North Staffordshire.
• Driving licence and use of a vehicle for work purposes.

Qualifications

Essential

• GCSE English and / or Maths at grade C or above.
• Further education qualification such as A levels, NVQ level 2 or above, degree etc .

Desirable

• A relevant Administration related qualification.

Job Types: Full-time, Part-time, Permanent

Salary: £22,164.60-£24,427.98 per year

Schedule:

• 8 hour shift

Education:

• GCSE or equivalent (required)

Experience:

• Administrative: 3 years (required)

Work Location: In person

Application deadline: 23/04/2023
Expected start date: 09/05/2023