Administrator - Neighbourhood Team

Principal Medical Limited; Bicester; On-site; GBP 23,000 - 28,000; Part time

Job summary

Principal Medical Limited is recruiting an Administrator on a permanent basis for the Neighbourhood Team at Bicester Head Office. The role is part time (20 hours, Mon–Fri, daytime) with a starting salary of £25,000 FTE per annum.

The post holder will provide administrative support across teams, communicate professionally, and manage data and records with accuracy, ensuring efficient service delivery. Experience in healthcare admin is desirable, GCSE English and Maths are essential, and

Qualifications

• Familiarity with healthcare sector.
• Experience in healthcare administration.
• A high standard of accuracy and attention to detail.
• Ability to use own judgement on when to take initiative.
• Flexible, good-humoured approach to teamwork.
• GCSE English and Maths minimum.
• Further qualifications in administration desirable.
• Excellent oral and written communication skills.
• Good organisational skills with prioritisation and multi-tasking.
• Methodical, efficient office record-keeping.
• Good interpersonal skills.

Responsibilities

• Provide real time capacity information to referrers of all services using information provided by clinical teams.
• Allocate tasks to clinical teams to ensure most appropriate use of resources based on patient need and location.
• Maintain contemporaneous information on IT systems with back up to prevent service disruption.
• Access GP clinical systems and update records as needed on behalf of teams.
• Take telephone messages and pass to the relevant person promptly.
• Assist in data collation for reporting purposes.
• Ensure records and files are maintained for audit trails and compliance.
• Work in line with legislation and company policies and procedures.
• Carry out other appropriate duties as required.

Skills

Healthcare sector familiarity

Healthcare administration experience

Attention to detail

Initiative and judgement

Teamwork and flexibility

GCSE English and Maths

Administration qualifications

Oral and written communication

Organisational skills

Inter-personal skills

Education

GCSE English and Maths

Further admin qualifications

Job description

We are looking to recruit an Administrator, on a permanent basis, within our Neighbourhood Team at Bicester Head Office. Reporting into the Neighbourhood Team Service Manager.

This role is part time (20 hours), Monday to Friday, daytime and has a starting salary of £25,000 for the full time equivalent per annum.

Main duties of the job

Role Purpose

The post-holder will be required to provide administrative support to various teams across the organisation. The post holder will be required to communicate professionally and courteously at all times with both internal and external colleagues.

About us

PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.

We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010

Job responsibilities

Role Responsibilities

Administration Duties:

• Provide real time capacity information to referrers of all services using information provided by clinical teams
• Work collaboratively with the wider support team
• Work well under pressure and can prioritise tasks
• Allocate jobs to the clinical teams to ensure the most appropriate use of resources based on patient need and geographical location
• Maintain contemporaneous information on IT systems with appropriate systems for back up in the event of systems failure to ensure that there is no disruption to service delivery
• Access GP clinical systems and other information systems where appropriate to enter read codes, update records on behalf of the teams where necessary
• Take telephone messages and pass to the relevant person/team in a prompt, efficient manner
• Liaise with Practice Managers and other staff as appropriate
• Assist in the collation of data for reporting purposes
• Ensure that all non-clinical equipment is fit for purpose and in full working order, and to purchase and manage consumables, ensuring adequate stocks of all necessary items
• Ensure records, information systems and files are maintained accurately, to allow a clear audit trail
• Work in accordance with legislation, and in line with company policies and procedures always
• Carry out any other appropriate duties as required

Management

• Allocate tasks in a timely manner, as organisational priorities change
• Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action

Governance

• Assist in the collation of data for reporting purposes

Professional / Ethical Practice

• Acting in accordance with PML protocols and policies and the Law
• Maintaining confidentiality and communicating patient information in accordance with the Data Protection Act 1998
• Working in a non-judgmental anti-discriminatory way, regarding the cultural and religious beliefs of individuals and groups
• Always working within boundaries of competency and knowledge
• Ensure safety of clinical team who may be lone working through monitoring and seeking clarification of signing on and off

Personal Development

• Attending staff meetings, team meetings and in-service training as directed
• Taking responsibility for his / her own learning and development
• Participating in an annual appraisal to identify personal / professional development plan
• Taking an active part in learning opportunities and keeps their own personal learning and development portfolio
• Taking opportunities to assist other health and social care disciplines
• Understanding own position and job within the team
• Understanding where to go for support when needed

This job description seeks to outline the key duties and responsibilities of the post holder and is not a definitive document and does not form part of the main statement of terms and conditions.

This job will be reviewed periodically, and changes may be made in consultation with the post holder.

Person Specification

Experience

• Familiarity with healthcare sector - Desirable
• Experience in healthcare administration- Desirable

Additional

• A high standard of accuracy and attention to detail - Essential
• Ability to use own judgement on when to take initiative and when to take advice - Essential
• A flexible, good-humoured approach to ensure collaborative team working - Essential

Qualifications

• Educated to GCSE level and above specifically in English and Maths - Essential
• Further qualifications in administration - Desirable

Skills and Knowledge

• Excellent oral and written communication skills - Essential
• Good organisational skills with an ability to prioritise and multi-task - Essential
• Methodical, efficient approach to office procedure and record keeping - Essential
• Good inter-personal skills - Essential

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.