Admin Assistant - Leeds, United Kingdom - Aire Valley Surgery

Aire Valley Surgery

Verified Company

Leeds, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Admin Assistant

Job Description & Person Specification

Employer:
Aire Valley Surgery

Location:

Aire Valley Surgery - Rawdon and Yeadon; (working mainly at the Yeadon site 4 days per week and 1 day per week at Rawdon).

Hours of work: 25 hours per week - 5 hours per day over 5 days:

Monday to Friday 9.15am - 2.45pm with half an hour for lunch

Salary:
£10.42 per hour

Job Type:
Permanent

Job Overview

The Admin Assistant will work within the Secretarial Team, to offer additional support to the business functions of the practice - behind the scenes.

Responsibilities include HR Administration support such as arranging interviews, requesting references, preparing new starter inductions, contracts, taking minutes of meetings etc.

The post holder will coordinate the requests for private reports/private letters from patients including confirming payments, preparing the relevant information and safety checking for data protection.

There will also be admin support for the Management Team including collating data into spreadsheets, updating the staff communication channels such as Teams, websites

Main tasks/overview of responsibilities:

Providing administrative support to the Senior Management Team as appropriate;

Including requests made by the Managers, Partners and Practice Nurses.

Coordinating the Private Work receiving requests from patients, checking for payments received, populating forms, checking data protection and passing along to Doctors to complete.
To take accurate minutes of various meetings including: Human Resources meetings, Partners Meetings, Patient Participation Group, etc
To populate and update standard templates, forms, leaflets and spreadsheets including
Reference requests, offer letters, HR file checklists
Complaints, Significant Event and safety alert spreadsheets

Training matrix

Collating training certificates for all staff.
Palliative Care Clinical Review agenda
Maintaining/ circulating Staff organisational structures, typing up new leaflets, updating noticeboards.
Arranging meetings, arranging dates for appraisals, etc
Preparing induction timetables for new students
Preparation of posters, documents, etc
Data input for patients attending Flu vaccine/covid vaccine appointments
Updating Microsoft Teams, the website and Facebook pages as required for the senior Management Team
General Office Administration Duties scanning, photocopying, stationery orders, post runs etc as required.
Arrange the despatch of royal mail and shuttle post from the Secretarial Team office and Royal Mail Post from the General Office on a daily basis.
Ensure that an adequate supply of postage stamps, tea, coffee, stationery, etc for the Secretarial Team and also in the General Offices at both sites. Ensure stamps and cash stocks are reported at year end.
Organise the stationery supplies of letter head, compliment slips etc
Organise Referral labels & envelopes; making sure supplies are up to date
Photocopying; of patient notes, medical letters and referral forms as appropriate to the needs of the doctors.
Filing of patient notes and associated medical letters as if having needed to access them for the purposes of the Secretarial Team.

Working as a team

The Admin Assistant is expected to provide full support to the whole practice by supporting the rest of the Aire Valley Surgery Team during times of high demand.
Cover may include help in the Reception Team, recall team or scanning team if they are exceptionally short staffed due to unexpected absences.

Other relevant information

The post holder is expected to maintain strict confidentiality at all times and is expected to deal with all personnel, patients and their families with discretion and courtesy.
The post holder may occasionally be expected to work flexible hours of duty within reasonable bounds such as attending the Patient Participation Group which is usually held on an early evening.
The Data Protection Act 1984 requires that personal computer data not be negligently or unlawfully handled, nor disclosed to unauthorised persons.

Competence
At no time should the post holder work outside their defined level of competence. If there are concerns regarding this, the post holder should immediately discuss them with their manager/supervisor.

Supervision

Where the appropriate professional organisation details a requirement in relation to supervision, it is the responsibility of the post holder to ensure compliance with this requirement.

If employees are in any doubt about the existence of such a requirement they should speak to their Manager.

Risk Management

It is a standard element of the role and responsibility of all staff of the practice that they fulfil a proactive role towards the management of risk in all of their actions.

This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, n