Management Team Administrator (Operations)

Management Team Administrator (Operations)

To provide general administrative support to the Management Team, with particular focus on Surgery Operations, Service Delivery, IT & Data quality and the Business Manager. (Additional Management Team Administrators cover HR/Estates/Facilities, and you will work closely with each other).

Give administrative support to key elements of the Management Team for all day to day activities.

To act as a focal point of communication for staff, patients and the public to communicate with the Management Team.

Ensure the smooth day-to-day operations, effective communication, and efficient coordination of meetings, projects, and documentation.

To work alongside and in conjunction with the other Management Team Administrators to ensure smooth running of Management Team office.

Core Responsibilities

• Support the Service Delivery Manager with general administration and project work related to projects that the SDM leads on, including audit, reporting and data analysis; updating of practice website and social media accounts where required.
• Be responsible for general administration that supports surgery operations, including rotas, locum booking and extended hours monitoring and reporting.
• Support the Business Manager with general administration requirements relating to strategic projects and workstreams.
• Ensure robust patient communications as directed by the Group Operations Manager and Service Delivery Manager.
• Coordinate, edit and publish Practice policies and protocols relating to the Departments supported, ensuring they are kept up-to-date and accurate, and reviewed on a regular basis.
• Undertake specific assigned tasks, project support, or development/change work which may arise from time to time.
• Serve on other duties commensurate to the grade and as requested by the Finance Manager/Business Manager/Partners.
• Carry out all duties in a professional and confidential manner and adhere to all Adam Practice protocols, policies, and guidelines at all times.
• Attend and take minutes at practice meetings.
• Work alongside and in conjunction with the other Management Team Administrators to ensure smooth running of Management Team office.
• Act as a focal point of communication for staff, patients and the public to communicate with the Management Team.
• Ensure the day-to-day operations, effective communication, and efficient coordination of meetings, projects and documentation.

Person Specification Experience

• Secretarial and/or administrative experience
• Supporting managers by providing accurate and timely administration
• Previous experience of working accurately under pressure, whilst remaining calm and courteous
• Experience in General Practice / Primary Care, in a patient-facing and/or administrative role.
• Knowledge of Primary Care services and contractual requirements.

Qualifications

• Proficient in using MS Word/Excel/Outlook, including the ability to manipulate and analyse data and run reports.
• Ability to use own judgement and common sense
• SystemOne (clinical system)
• Minute taking experience

Behaviours in line with The Adam Practice values

• Excellent communication (to cement relationships, keep people informed and reduce errors)
• Consistent collaborative working (by working together we can have a greater learning and sharing of knowledge, resource and expertise)
• Effective decision making (a person must be able to consider the outcome and impact of options, based on all these items they must then determine which option is the best for that particular situation)
• Taking responsibility (ownership for the quality of the performance delivered, whether in individual areas of work or as a team or whole practice. It is each person's own responsibility for the quality of performance in their role)
• Self-development (there should be an enthusiasm and responsibility to develop self and others through knowledge, skill and behaviours that add value to the patient experience and performance of the practice)
• Excellent leadership and management ensure all employees have clear direction, know what is expected of them, are supported and valued, are confident in delivering the best quality service.

Personal Attributes

• Good general level of education
• Ability to handle sensitive information confidentially
• Ability to self-motivate, organise and prioritise
• Ability to work independently and as part of a team
• Flexible approach and willingness to adjust to the needs of the practice
• Ability to travel to our 5 surgeries as required