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Job Descrption

About Us

At Oakfield Surgery, we are committed to providing exceptional healthcare services to our community. Our practice is built on a foundation of compassion, professionalism, and dedication to patient care. We strive to create a welcoming and supportive environment for both our patients and staff. Our team is composed of skilled professionals who work collaboratively to ensure the highest standards of care and service. We value continuous improvement and innovation, and we are always looking for ways to enhance our practice and the services we offer.

Job Overview

We are looking for a highly organised and proactive Practice Administrator to join our team. The Practice Administrator will play a crucial role in overseeing the administrative and support operations of our practice. This position requires a dynamic individual with strong leadership skills and the ability to manage multiple tasks efficiently. The successful candidate will be responsible for managing the day-to-day... tasks of the practice, ensuring smooth office operations, and supporting the management and clinical teams in various capacities. This is an excellent opportunity for someone who is passionate about healthcare administration and is looking to make a meaningful impact in a thriving practice.

Location: Oakfield Surgery, Oaks Park Medical Centre, 17 Oakfield Road, London SE20 8QA

Job Type: Full-Time/ Part-Time Job Share

Key Responsibilities:
• Oversee the administration and operations of the practice, ensuring the practice achieves it's primary aims and responsibilities.
• Compile and coordinate the provision of clinical rotas, ensuring sufficient cover is provided for periods of leave and other staff absences.
• Organise locum bookings to cover clinician annual leave.
• Update the clinical appointment system to reflect leave and other approved absences.
• Manage appointment schedules and troubleshoot any issues that arise with the booking system.
• Support the management team in the compilation of practice reports and the practice development plan.
• Advertise and collate applications for all new posts as they arise, liaising with candidates and management diaries to ensure smooth recruitment and selection process.
• Implement induction training for new staff
• Develop, implement, and embed efficient office processes and procedures.
• Act as a focal point for the practice, managing requests from external organisations such as the local police, solicitors, DVLA, and other agencies.
• Provide initial guidance and advice to patients who wish to verbally complain.
• Manage the ordering of vaccines, clinical and non-clinical supplies and deliveries to the practice, ensuring adherence to the cold chain policy as necessary.
• Partake in audits as directed by management and clinical leads.
• Coordinate and produce meeting agendas and record the minutes of meetings.
• Support the practice manager in the maintenance of the practice website and social media accounts.
• Monitor and promote the use of the Friends and Family Test.
• Support the practice in all recall programmes such as: QOF (Quality and Outcomes Framework), Local Improvement Schemes, Direct Enhanced Services, Cervical cytology recall, Childhood immunisation, NHS Health Checks, Safeguarding, Sexual Health etc.
• Schedule and take minutes for the Patient Participation Group meetings.
• To maintain up to date knowledge of protocols and developments in primary care.
• To offer general assistance to the practice team and ensure a positive and friendly experience to patients and staff.
• Act as Local Administrator/RA, providing support, training and arranging logins for IT systems including Emis, Docman, Accurx, Surgery Connect, ICE, tQuest and others.
• Liaise with the IT Service Desk to resolve hardware and software issues.
• Provide support and training for staff in resolving simple issues with PCs, printers, and phone lines.
• Train staff on Emis, Docman, Accurx, Surgery Connect, and Microsoft Office applications.
• Promote and implement the NHS App and other digital tools to enhance patient engagement, streamline services, and improve overall service delivery.
• Lead and support the development of innovative projects aimed at improving practice processes and optimising workflows.
• Perform additional tasks required for the efficient operation of the practice

Qualifications:
• Proven experience in a similar administrative role, preferably in primary care.
• Strong leadership and team management skills.
• Excellent organisational and multitasking abilities.
• Proficiency in office management software.
• Strong communication and interpersonal skills.
• Ability to handle sensitive information with confidentiality.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Job Types: Full-time, Part-time

Pay: From £29,300.00 per year

Benefits:
• Company pension
• Free flu jabs
• Free parking

Schedule:
• Monday to Friday

Work Location: In person

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