Admin Manager in Brentford, United Kingdom

Job summary
The Admin Manager is responsible for overseeing the efficient day-to-day running of the practices administrative functions and supporting the Practice Manager in delivering a high-quality, patient-focused service.

The post holder will supervise and support the administrative team, ensure that administrative processes are completed accurately and efficiently, and help maintain effective systems and procedures across the practice.

Main duties of the job
supervising and supporting administrative and reception staff, managing workloads and staff rotas, overseeing patient registrations, referrals, correspondence and other administrative processes, and ensuring accurate and timely maintenance of patient records.

About us
We are a busy and growing GP practice based in Brentford, currently caring for over 7,000 registered patients. We have a team of different clinicans working with us.

Job responsibilities
Key Responsibilities
Administration and Workflow Management

• Oversee the day-to-day administration functions of the practice.
• Ensure incoming correspondence, clinical documents, referrals, reports and administrative tasks are processed accurately and within appropriate timescales.
• Monitor administrative workloads and allocate work appropriately across the team.
• Ensure patient records are maintained accurately and confidentially.
• Support the processing of referrals, medical reports, insurance requests, registrations and other practice administration.
• Review administrative processes and identify opportunities to improve efficiency.
• Maintain effective filing, document management and electronic record systems.
• Ensure practice procedures and protocols are followed consistently.

Staff Management and Supervision

• Provide day-to-day supervision and support to reception and administrative staff as required.
• Assist with staff induction and training, including training on practice systems such as SystmOne.
• Support staff development and identify training needs.
• Assist with rotas, annual leave and sickness cover to maintain appropriate staffing levels.
• Monitor staff performance and provide appropriate support and feedback.
• Promote effective teamwork and good communication across the practice.
• Support the Practice Manager with recruitment and other staff management processes where required.

Patient Services

• Help ensure patients receive a professional, efficient and courteous service.
• Support staff in dealing with complex patient queries and concerns.
• Assist with resolving complaints and service issues in accordance with practice procedures.
• Promote excellent customer service and a positive patient experience.
• Maintain patient confidentiality and ensure sensitive information is handled appropriately.

SystmOne and IT Systems

• Use SystmOne confidently for administrative and patient-related processes.
• Support and train staff in the effective use of SystmOne and other practice systems.
• Help ensure information entered onto clinical systems is accurate and up to date.
• Assist with troubleshooting routine system issues and liaise with IT support where necessary.
• Support the implementation of new administrative systems and digital processes.

Practice Operations

• Support the Practice Manager with the smooth day-to-day operation of the practice.
• Assist in developing, reviewing and implementing practice policies and procedures.
• Monitor administrative performance and help ensure deadlines and targets are met.
• Assist with audits, searches, reports and data collection when required.
• Support practice meetings, including preparing information and following up agreed actions.
• Liaise effectively with GPs, nurses, pharmacists, administrative staff and external organisations.
• Support the practice during periods of staff absence or increased workload.

Governance, Confidentiality and Compliance

• Maintain confidentiality at all times and handle patient and staff information appropriately.
• Work in accordance with data protection requirements, practice policies and NHS procedures.
• Support effective information governance and record management.
• Follow practice policies relating to health and safety, safeguarding, infection prevention and other relevant areas.
• Report incidents, concerns and risks appropriately.
• Participate in training and professional development as required.

Person Specification
Experience
Essential

• looking for someone with experience in GP practice and experience with clinical system Systemone.
• Good communication and IT skills.

Desirable

• Experience working in Primary care

Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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