Part Time Team Secretary jobs in Leeds

Practice Administrator – Job Share

Job Title: Practice Administrator
Hours: 22
Responsible to: Practice Manager
Location: Kirkstall Lane Medical Centre
Job Share: Two postholders jointly providing the Practice Administration function

Job Purpose

The Practice Administrator will work as part of a job-share arrangement to provide effective administrative and operational support across the Practice.

The two postholders will jointly take ownership of a range of back-office administrative processes, helping to ensure that work is completed accurately, consistently and within appropriate timescales.

A key purpose of the role is to provide clear ownership of administrative workflows, support the smooth day-to-day running of the Practice and allow the reception team to focus primarily on patient-facing services.

Both postholders will be expected to work collaboratively, maintain effective handovers and provide full cross-cover for the administrative function. Although individual workstreams may be allocated for practical purposes, responsibility for ensuring that the overall workload is managed effectively will be shared.

The role will also provide additional operational resilience across the Practice, including supporting Reception when required.

Main Duties and Responsibilities

Practice Administration

The postholders will jointly take responsibility for a range of administrative workflows, including:

• Processing patient registrations and associated administrative work.
• Monitoring and distributing e-consultations to the appropriate clinician or team.
• Checking pathology workflows, allocating results where required and resolving unmatched patient information.
• Managing follow-up and recall administrative work.
• Processing dossette-related administrative work and associated queries.
• Undertaking the initial administrative stages of PMA and Subject Access Requests, including gathering relevant information, creating appropriate tasks and scanning documentation to the patient record.
• Processing incoming post, correspondence and patient-submitted information.
• Checking that correspondence relates to the correct patient and allocating documents or actions appropriately.
• Scanning, filing and maintaining accurate electronic patient records.
• Processing patient-submitted readings and other information as appropriate.
• Undertaking other routine administrative workflows allocated to the Practice Administration function.

Specific workstreams may be allocated between the two postholders; however, both will be expected to understand and provide cross-cover for the full range of duties.

Job Share and Workload Management

Both Practice Administrators will:

• Take joint responsibility for ensuring that the administrative workload is appropriately managed.
• Maintain clear and effective handovers between working periods.
• Identify and prioritise time-sensitive work.
• Monitor outstanding work and take appropriate action rather than allowing tasks to remain unresolved solely because they were initially handled by the other postholder.
• Communicate effectively regarding outstanding work, deadlines and emerging issues.
• Provide cover for each other's work during planned and unplanned absence where reasonably possible.
• Work independently within agreed processes and use appropriate judgement to resolve routine issues.
• Escalate matters to the Practice Manager or another appropriate member of staff where management input or a significant decision is genuinely required.

Operational Support

The postholders will support the effective day-to-day operation of the Practice. This may include:

• Support the maintenance of a safe, tidy and clutter-free Practice environment, identifying and addressing routine environmental or health and safety issues and escalating concerns where appropriate.
• Undertake routine checks of communal and non-clinical areas and take appropriate action where issues are identified.
• Liaising with contractors and obtaining quotations for minor repairs where requested.
• Logging routine IT faults and liaising with IT support providers to progress and resolve issues.
• Supporting routine access issues, including Smartcard and Windows access, where trained and appropriate.
• Following up outstanding operational issues and ensuring actions are completed.
• Providing administrative support for meetings when required.
• Supporting Practice projects and service changes as required.

Reception Support

The Practice Administrators will remain trained and competent in Reception processes and will provide Reception support when required to maintain safe and effective services.

This may include providing cover during unexpected staff absence, periods of increased demand or other operational pressures.

Reception support will form part of the Practice's wider resilience arrangements; however, the postholders' primary role during their contracted hours will be Practice Administration.

Day-to-day management of the reception team remains the responsibility of the Reception Team Leader.

Working Arrangements

The two Practice Administrator posts form a job-share arrangement designed to provide consistent administrative and operational support across the working week.

Postholders will work agreed fixed working patterns which complement each other and support the Practice's required operating hours.

Due to the operational nature of the role, the ability to work the agreed pattern will be an essential requirement of the post.

Occasional requests to vary working hours may be considered where operational requirements and appropriate cover can be maintained. Any variation will be subject to prior agreement and should not compromise the required Admin/Ops or Reception resilience arrangements.

The postholders will be expected to work collaboratively to maintain continuity during annual leave and other absence wherever reasonably possible.

Team Working

The Practice Administrators will work closely with:

• Practice Manager
• Reception Team Leader and Reception team
• Practice Secretary
• Clinical Coder
• Care Coordinator
• GPs and other clinical staff
• Other members of the wider Practice team

The postholders will be expected to develop positive working relationships across the Practice and support colleagues where appropriate, while maintaining clear ownership of their own function.

Skills and Attributes

The successful candidates will be able to demonstrate:

• Excellent organisation and time-management skills.
• Reliability and a consistent approach to work.
• Strong attention to detail.
• The ability to prioritise competing demands.
• The ability to work independently and use initiative.
• A willingness to take ownership of work and follow issues through to completion.
• Good judgement regarding when an issue can be resolved independently and when escalation is required.
• Strong communication and team-working skills.
• Flexibility and willingness to support colleagues when operational pressures arise.
• Confidence using IT systems and learning new processes.
• An understanding of confidentiality and the importance of accurate handling of patient information.
• The ability to work effectively as part of a job-share arrangement, including maintaining clear handovers and shared responsibility for workloads.

Previous experience of working in General Practice and knowledge of SystmOne would be advantageous.

Flexibility of Duties

As these are newly established roles, the administrative workflows allocated to the Practice Administration function will be reviewed as the new structure develops.

The allocation of specific duties between the two postholders may therefore be reviewed and amended according to workload, service need and the requirements of the Practice.

Both postholders will be expected to contribute constructively to the development of the new function and identify opportunities to improve administrative processes.

Pay: From £13.03 per hour

Expected hours: 22.0 per week

Benefits:

• Company pension
• Cycle to work scheme
• Free flu jabs
• Sick pay

Work Location: In person