Operational Support Administrator

Allscreens Nationwide Ltd; Northfleet; On-site; GBP 25,000 - 36,000; Full time

Job summary

Allscreens Nationwide Ltd in Gravesend is seeking an organised administrator to provide support across HR, finance, digital media, and Primary Care Network coordination, ensuring the smooth operation of healthcare services.

The role covers HR recruitment support, finance processing, documentation, meeting coordination and clinical service administration, with travel across the Dartford, Gravesham and Swanley areas and some evenings.

Responsibilities

• Provide support to Head of Operations and Operations Lead.
• Coordinate monthly meetings, prepare papers, take minutes and actions.
• Maintain accurate information on Primary Care Networks and member practices.
• Attend PCN meetings and take notes and actions.
• Support digital agenda and promote digital services for PCNs.
• Perform basic project management tasks.
• Manage document production, briefs, and proposals.
• Maintain risk and issues logs and ensure policy familiarity.
• Communicate effectively with DGS Health, PCNs and commissioners.
• Schedule appointments and manage calendars for healthcare providers.
• Handle patient records data entry, updates and confidentiality.
• Provide excellent patient and stakeholder service.

Job description

Job Purpose

To provide administration support across a range of functions and services. Undertaking HR and finance administration, administering and managing digital and social media, supporting the effective administration of Primary Care Network contracts and supporting the delivery and coordination of clinical services. This role offers an interesting and wide variety of work and will provide exposure to a wide range of work relating to the running of healthcare services. The role will be critical in ensuring the effective and efficient running of services.

The Person

The successful candidate must be focused, able to work at pace and deliver to a high standard. We are looking for high levels of personal responsibility, a proactive approach, and a finisher who can see work through to completion.

Key Responsibilities

• Provide support to the Head of Operations and Operations Lead as required.
• Coordination of various monthly meetings (logistics, preparing and sending papers, taking minutes and action points, following up actions)
• Maintaining accurate and up-to-date information on Primary Care Networks and their member practices.
• Attending PCN Meetings as required taking notes and actions.
• Support the digital agenda, promote usage of digital services and serve as an important notification portal for the Primary Care Network member Practices
• Undertake key operational tasks as outlined by Admin Supervisor and Operations Lead
• Contribution to and submission of appropriate returns and reports as delegated by management to the relevant bodies.
• To undertake basic project management tasks.
• Document management e.g. production of proposals, briefing papers
• To maintain a risk and issues log
• To ensure a good working knowledge of national and local policies and procedures relating to Primary Care Networks.
• To support the sharing of best practices and learning across DGS Health and Primary Care Networks (PCNs).
• To ensure effective communication between DGS Health, PCNs and commissioners.
• To offer a high-quality customer experience for member PCNs as subscribers of the service.
• Master scheduling techniques, ensuring efficient coordination of appointments and managing calendars for healthcare providers.
• Learn to organise and maintain patient records, including data entry, updates, and confidentiality protocols.
• Understand the importance of providing excellent service to patients and stakeholders, addressing enquiries and concerns professionally, including call-handling skills
• Acquire knowledge of relevant healthcare regulations, policies, and procedures to ensure compliance with administrative tasks.
• Enhance collaboration with healthcare professionals, administrators, and support staff to ensure smooth operations.
• Adherence to CQC regulations and updating knowledge on all Health and Safety regulations to promote safe working

Clinical Support

• To support the wider team in day to day running of clinical services.
• Answering telephones and booking, rebooking, and cancelling patient appointments
• Responding to and processing patient referrals
• Publishing rotas and responding to requests from clinicians applying for work sessions.
• Managing referrals for multiple services with attention to detail and accuracy at all times
• Ensuring all equipment is available for clinicians to undertake their role safely and efficiently
• Accepting requests for work sessions via our platform Lantum
• Responding to emails/enquiries from clinicians and patients
• Checking clinicians documentation ensuring they meet all requirements.
• To support service mobilisation plans as required for delivery of new services.

HR

• Undertaking administration of HR recruitment processes, such as following up on references, checking documentation and arranging interviews as requested.
• Develop and maintain local staff intranet teamnet
• Support planning for staff training and development and staff meetings.
• Posting jobs and maintaining accurate employee information

Finance

• Printing and saving invoices
• Raising invoices
• Checking Invoices against deliveries
• Credit control checking payments have been received and following up non or late payers.

The Location of this role is based in Gravesend, However, travel may be required across the Dartford, Gravesham and Swanley areas. Some evening work may be required.