Senior Administrator - London, United Kingdom - Battersea Healthcare CIC

Description

Job summary

Reporting to the HR/Exec Support lead this role provides a professionalsupport service to BHCIC ensuring that the team is well organised and able tooperate efficiently, ensuring that relevant information is provided in a timelymanner.

The post holder will be required to be highly flexible and able torespond to changing demands in work. They should have a proactiveapproach to problem-solving with strong decision-making should act professionally at all times in ensuring thatthe concerns of the team are dealt with appropriately.

The post holder will need to be a self-starter and proactively andindependently manage their workload. As Battersea Healthcare is a growingorganisation, the role will develop, and the post holder will need topositively embrace and respond to post holder will provide effective administration andcoordination activities.

The role supports a highnumber of internal and external meetings.A key responsibility of the role is to work with theOperations Administrator to ensure that all of the meetings are prepared forand attended with accurate minutes and actions provided.

Main duties of the job

Please see the attached Job Description which provides details of the role and areas covered.

Coordination of meetings and events

Team administration

Quality Improvement

Governance

About us

Battersea Healthcare Community Interest Company (BHCIC) is a GPpractice-owned community interest company established to support and developlocal general practice and to provide quality healthcare for all the people of have a track record of providing patient focused healthcareservices, while working to improve the capability of the Wandsworth healthcaresystem to provide better services for its patients.

BHCIC is the lead provider for the Multi-specialty CommunityProvider (MCP) in Wandsworth, integrating primary and community health &care services in the borough.

BHCIC has built collaborative working relationships with the 9local Primary Care Networks, operating as Primary Care Wandsworth, to ensure astrong voice and influence for primary care in the further development of placearrangements as part of the South West London Integrated Care System (ICS).BHCIC is also a founder member of the South West London Primary Care ProviderAlliance, a strategic collaboration of the 6 GP Federations within the ICSarea.

Job responsibilities

Principal Duties and Responsibilities

Coordinationof meetings and events

Arrange meetings, prepare and send MS Teamsinvites ensuring attendees and venues are appropriately booked and confirmed as required

Draft agendas, review action logs and preparepapers, applying house style where necessary for meetings and ensurecirculation to members within agreed timescales

Attend internal and external meetings to

To record the meeting using MS Teams

To create minutes in a brief but clear way givingan accurate account of the meeting

To ensure that the language is clear, and in themain impersonal

To take note of actions given by the chair, andhighlight actions noted and heard in the meeting in the Action Log

To prepare a draft version of the minutes for thechair of the meeting

To refresh the action log to reflect activity,closures and new actions

When approved by the chair to share minutes andaction log with attendees within agreed timescales (usually 5 days).

Produce weekly meeting planner and managecalendars to best effect

When in-house to prepare BHCIC meeting room, orother site, for meetings and events, ensuring adequate seating, refreshmentsand IT resources are ready

Maintain actions logs and monitor partner agencyactions arising from the various meetings, to ensure they are completed on time

Team administration

Provideexternal organisations with a professional and effective point of contact forthe team.

Conductefficient and effective diary management for members of the team.

Workwith the Operations Administrator to provide general administrative support(both ad hoc and regular requests) setting standards of effective practice andbringing people together to promote a collaborative approach.

Managethe BHCIC mailbox/Quality mailbox, ensuring correspondence and queries areanswered or passed on to the relevant teams.

Handleinternal requests for information and data

Coordinateand maintain accurate records of papers and electronic correspondence on behalfof the team.

Maintainefficient electronic filing systems using agreed naming conventions.

Resolveadministrative problems and enquiries through own knowledge and use ofrelevant search engines/website research in conjunction with colleagues

Prepareand modify documents including correspondence, reports, newsletters,presentations, drafts, memos and emails (using SharePoint, Microsoft Office,PowerPoint, Canva, databases and spreadsheets)

General clerical duties including filing, mailing, photocopying andshredding

Maintainstationery and other office supplies and coordinate maintenance of officeequipment including recycling where possible

Open, sort and distribute incoming correspondence, in hard or softcopy, ensuring correspondence and queries are answered or passed on to therelevant teams

Actdiscreetly, ensuring confidential matters are appropriately managed.

Receive, welcome and direct visitors when in our offices

Answer, screen and transfer inbound calls

Other activities

Supportcolleagues to ensure work is equitably shared amongst the team

Supportad hoc projects as required

Contributeideas and suggestions to ensure we continually improve what we do

Reviewown work practices and where appropriate putting forward proposals for change

Offering administrative assistanceto practices when needed

Quality Improvement in PrimaryCare Contract

Actas the lead contact for the Quality Improvement in Primary Care contract.

Workclosely with the Clinical Lead for Quality Improvement to ensure the deliveryof comprehensive and relevant sessions.

Planand organise Quality Development events for the Quality Leads at the practices(4 per year)

Liaisewith speakers and delegates and ensure they have all necessary information andresources in advance of the event.

Workwith the GP practices (38) and ensure they complete all agreed tasks within thetimeframes identified.

Managethe Quality mailbox, ensuring prompt responses or necessary actions are taken.

Maintainand update the Quality tracker tool

Addrelevant documentation and resources following each event to the BHCIC websitefor practice use.

Produceand circulate certificates of attendance following each event

OrganisePractice Support Team visits, providing additional support on visits whennecessary.

Ensurethat all work carried out ensures that the agreed KPIs are met.

Governance

Supportthe Head of Clinical Services and Governance and Governance Manager withactions following receipt of alerts to the BHCIC mailbox, notifying relevantteams, recording on SharePoint, using trackers and following up responses in atimely manner.

Thislist of key responsibilities is not exhaustive, and the post holder may berequired to undertake other relevant and appropriate duties as reasonablyrequired.

Experience

Essential

Desirable

Qualifications

Essential

Desirable

Personal Attributes

Essential

Skills & Abilities

Essential

Desirable