Admin and Governance Manager - Bodmin - Bosvena Health

Description

Partnership Monitor and maintain systems to review list sizes, adjust registration rota as part of an admin function within the team. Prepare appropriate reports as needed by the Partners / Strategic Manager or Management team meetings e.g., workload / workflow etc. Management and planning Monitor and evaluate performance of the practice administrative teams against objectives; identify and manage change Provide innovation and opportunities to maximise performance within administrative functions Create opportunities for staff to develop, working with individuals and teams to provide leadership, and where appropriate supervision to staff to improve performance and achieve success Develop and maintain effective communication both within the teams and with relevant outside agencies Monitor and review performance in relation to telephone systems, and admin functions as part of the weekly and monthly dashboard review Patients Create and implement the development of new and existing services, ensuring that the administrative support works to support team goals. Work with the Clinical Services Manager (who will act as the Complaints lead) to facilitate information gathering where complaints relate to Admin procedures and provide support the members of the management team in relation to complaints in the absence of the Clinical Services Manager for received complaints.

Ensure service development and delivery is in accordance with local and national guidelines Ensure that the practice complies with NHS contractual obligations in relation to patient care from an administrative perspective. Maintain registration policies and monitor patient turnover and capitation Support patient engagement and share learning with teams Employed staff Oversee the recruitment and retention of Patient Advisor and Medical Secretarial team staff Ensure that all relevant staff teams are legally and gainfully employed. Monitor skill-mix and deployment of staff to maximise outcomes and increase staff satisfaction Manage staffing levels within target budgets Evaluate, organise, and oversee staff induction and training within the team and ensure that all staff are adequately trained to fulfil their role Oversee effective staff appraisal and monitoring systems carryout appraisal with staff groups working with Department Leads to facilitate this. Support and mentor staff, both as individuals and as team members Implement effective systems for the resolution of disputes and grievances and hear these on behalf of the practices for Admin teams Keep abreast of changes in employment legislation through our contracted HR provider and NHS E-learning.

Maintain accurate and appropriate records for relevant teams to ensure up-to-dated HR documentation (including job descriptions, employment contracts and employment policies) Oversee staff leave working with the Admin Supervisor to ensure recording through HR and relevant Practice software. Organise and chair monthly staff meetings for relevant teams Health & safety: The post-holder will have responsibility for Health and Safety within the Practice and will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to): Ensuring job holders across the practice adhere to their individual responsibilities health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business Making effective use of training to update knowledge and skills, and initiate and manage the training of others Maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed Actively identifying, reporting, and correction of health and safety hazards when recognised Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers Undertaking periodic infection control training (minimum annually) Routine management of own team / team areas, and maintenance of workspace standards Demonstrate due regard for safeguarding and promoting the welfare of children.

Care out required fire drills and checks Contract staff Negotiate contracts for relevant Admin practice teams Organise systems for the services they provide. Deal with difficulties/complaints as a first line contact for patients. Finance Ensure systems are in place for invoicing private patients. Manage collection of cash payments by Admin teams Oversee the management of Petty Cash arrangements as required.

Information technology To assist with the management of and have an overall understanding of all IT systems in the building. Maintain Network (hardware & software) working with the IT support teams on all practice sites. Evaluate and plan practice IT implementation and modernisation as part of the management team liaising with the Clinical Service Manager and IT Leads. Keep abreast of the latest development in primary care IT including DoH initiatives as disease coding, Patient access and Patient Charter Motivate, support, and monitor staff in the use of IT; organise, oversee, and evaluate IT training Set targets and monitoring standards for data entry and data collection Ensure that the practice has effective IT data security, back-up, maintenance, and disaster recovery plans in place Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.

Oversee the content and appropriateness of the practices website working with the IT Support teams. Building When onsite provide an operational lead role for premises including security / repairs and maintenance liaising with the Clinical Services Manager / Strategic Manager Have a clear understanding of telephone systems, daytime and out of hours. Ensure maintenance is carried out as required e.g., lighting. Comply with all Health and Safety at Work Act legislation.

Information Organise internal Admin meetings. Issue procedures and policies for relevant teams. Act as a central source of information as required. Other organisations Liaise with: NHS England - ICB, PCSE etc.

as required Voluntary agencies as appropriate. Social Services. Hospitals. Local practices.

Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload, and resources. Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services: The post-holder will: Write and apply practice policies, standards, and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate.