Job Summary
To act as an Administrator working with the Procare Health Ltd team of administrators providing support to the GP Federation and Primary Care Networks across Guildford and Waverley.
The post holder is accountable for ensuring all elements of administration functions relevant to this role are fulfilled.
The post holder is responsible for generic admin functions including:
· Working as part of team to provide effective general administrative support to Primary Care Networks.
· Providing administrative support for the effective provision of services and projects, entailing use of the EMIS system and regular liaison with GP practice staff.
· Providing Financial, Human Resource and Information Governance administrative support and cover for business continuity in the absence of administrator colleagues.
· Supporting specific projects and services as per requirements of the role, services and the company.
· Regularly monitoring the general Procare inboxes and respond to queries
· Managing the office phone line and checking voicemail messages (cloud based)
· Managing communications with the four Primary Care Networks
· Formatting policies
· Reporting, reviewing and resolving incidents according to Procare policy
· Reporting complaints and compliments.
Key responsibilities:
1. Communication:
· Excellent communication skills-both written and verbal.
· Able to communicate and liaise effectively with colleagues at all levels within the company.
· To act as the first point of contact for enquiries from clients and external stakeholders, concerning projects ensuring appropriate sensitivity and confidentiality to all Procare related business matters.
· Monitors the generic Procare email addresses and office phone line each day, providing an initial response to emails and telephone calls. The telephone system is cloud based so are not required to be on site.
· Ensures that telephone calls from clients and external stakeholders are managed in a polite, professional, courteous and timely manner, ensuring that patient/client confidentiality is always maintained.
· Takes telephone enquiries and responds to email messages, ensuring that relevant information is forwarded in a timely manner to the relevant person/clinician/manager.
· Ensures enquiries requiring prompt action are prioritised and that communications are responded to appropriately and in time.
· Ensures all patient and company sensitive information is always treated in line with information governance requirements.
2. Management and Leadership
· Supports the company IT systems, including maintenance and improvement of head office IT processes.
· Ensures optimal use of MS Office including Word, Excel, Power Point and Teams etc.
· To provide support to managers/clinicians in the maintenance of data bases aligned to specific service area e.g., IT / Information Governance / HR / Finance.
· Ensures attention to detail, particularly with relation to staff data/details and finance activities.
· Completes admin activities efficiently, mindful of effective use of resources.
· Works collaboratively with team members to identify suggestions for change, office and processes improvements, development of more efficient and effective ways of working.
· Actively supports and contributes to the growth and success of the company.

• Involvement in Procare projects / service developments.

· Encourages others and ensures own use of the companies document sharing platform including document management processes for ensuring up to date and accessible information - current preferred solution is GP Team Net.
3. Quality, Safety, Experience
· Ensures use of laptops in line with data protection act and information governance requirements at times of business continuity.
· Delivers a “client-focused” service which promotes good customer service and effective working relationships for patients, public, stakeholders and colleagues.
· Supports managerial and clinical colleagues across Procare with admin processes, systems and tasks for the delivery of a high quality, safe and effective service that meets required standards and performance targets.
· Escalates any concerns related to patient care and/or quality immediately to line manager.
· Supports line managers with audits in areas relevant to your role.
· Works collaboratively with team members, working with colleagues and manager to discuss and agree best practice.
· Builds relationships with colleagues across local Primary Care Networks, adult community nursing service and with local GP Practice staff.
· Works effectively with key contacts in external organisations including accountant manager, HR support, IT companies.
· Provides administrative support to the wider Procare team including head office activities e.g., phones, diaries, meetings, team co-ordination, corporate, IT.
· Ensures involvement with the induction of colleagues and other services to familiarise them with local and company administrative procedures.
· Works collaboratively with colleagues and contributes to a culture of continuous improvement and improved outcomes and experiences for patients, clients, stakeholders and colleagues.
· Actively participates in staff meetings and contributes to feedback on ideas and solutions.
4. Learning and Development of self and others
· Attends all statutory and mandatory training and adheres to all Policies
· Participates in own annual individual performance review process where objectives will be agreed, performance monitored, and own personal development and training needs will be identified.
· Undertakes appropriate training/education as agreed with line manager and in line with your appraisal objectives and personal development plan.
· Supports colleagues and team members to develop, including responsibility for direct reports.
· Develops an effective and competent level of administration skills, knowledge and ability.
This job description is not exhaustive, and the post holder may be required to undertake other duties from time to time as are consistent with the responsibility of the role requirements. This job description is subject to review and development from time to time in liaison with the post holder
Person Specification
Qualifications
Essential:

• GCSE or equivalent in Maths and English
• Demonstrable evidence of on-going continuous professional development
• Demonstrate evidence of experience in MS Office, email, and Internet browsers

Desirable:

• Administrative or financial or professional certificate e.g. marketing / bookkeeping

Knowledge, Skills & Experience
Essential:

• Demonstrable recent experience of working in an administrative environment and working with computerised data systems
• Demonstrable experience in dealing with the public / customer care and dealing with sensitive and confidential information
• Understanding of Confidentiality and Data Protection Act
• Clear communicator with good writing, data entry and telephone skills: capable of constructing and delivering tactfully, sensitive /complex information/ instructions to staff and service users
• Experience organising meetings, circulating agenda, minutes, action log; minute taking and maintaining effective action log
• Planning and organising meetings and events for multiple attendees with ability to respond to problems quickly and professional
• Collaborate with own team to organize rotational capacity for service coverage with service cover agreed by line manager
• Ability to work effectively as part of a team
• Understanding of and commitment to equality of opportunity and good working relationships

Desirable:

• Awareness of a range of Health Services provisions and knowledge of NHS issues
• Recent experience of working in the NHS, in particular community and primary care settings

IT/HR/Finance
Essential:

• Ability to read, use, enter and retrieve data and information to data bases / spreadsheets
• Computer literate, able to use databases and other relevant programmes, such as MS Office Suite including Word, Excel and Power Point

Desirable:

• Experience of, or working knowledge (and willingness to learn) use of EMIS software
• Knowledge of bookkeeping / use of systems to pay invoices

Personal Qualities
Essential:

• Self-motivated with an enthusiastic approach towards work
• Organised and able to self-manage daily work and deliver on time
• Flexible and adaptable to new and changing requirements
• Prepared to take on new areas of work, learn new skills to support company growth

Job Type: Full-time
Pay: £24,292.00 per year
Schedule:

• Monday to Friday

Ability to commute/relocate:

• Haslemere: reliably commute or plan to relocate before starting work (preferred)

Work authorisation:

• United Kingdom (preferred)

Work Location: In person