JOB DESCRIPTION. Oakfields Health Centre, Hamsterley Colliery

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1 JOB DESCRIPTION 1 JOB DETAILS Title: Salary: Base: Reports to: Business Administrator 20,000-23,000 (pro rata) Oakfields Health Centre, Hamsterley Colliery Business Manager 2 JOB PURPOSE To provide high quality administrative and secretarial support services to support the work of the management of Oakfields Health Group. 3 DIMENSIONS Two GP practices (total 5,500 patients October 2010) Management comprising clinical lead and two managers 28 staff Dispensary services (part of Oakfields Health Centre) 4 MAIN DUTIES AND RESPONSIBILITIES GENERAL AND FINANCIAL ADMINISTRATION Provide general secretarial service, managing diaries, arranging meetings, coordinating communications for clinical lead and management Maintain practice accounts using IRIS Accounts Software Maintain practice ledgers and petty cash records ensuring monthly reconciliation of accounts Administer staff payroll & NHS superannuation scheme Raise invoices and ensure income is recovered by target dates Process invoices authorised for payment Prepare monthly/quarterly performance reports for the management Submit appropriate returns to the Primary Care Trust Maintain accurate and accessible records of agreements & contracts Page 1 of 5

2 CLINICAL GOVERNANCE AND QUALITY MANAGEMENT Support the development, implementation & review process for local policies and procedures Support the analysis of significant event/critical incident appraisal and reporting Contribute to the audit programme, working closely with clinicians and managers Facilitate organisation of clinical & management meetings STAFF Support recruitment and induction activities Update staff rotas Support the organisation and delivery of in-house staff development programme Coordinate the annual staff appraisal programme Maintain personnel files COMMUNICATIONS Ensure practice leaflets, notices & web sites are accurate, up to date and accessible Assist in the development and maintenance of excellent relations and communications within Oakfields Health Group and with all external agencies INFORMATION MANAGEMENT & TECHNOLOGY Facilitate efficient and effective use of available technology by Oakfields Health Group Maintain efficient electronic document management system KEY RESULT AREAS Efficient and effective support for GP principal /clinical director and managers enabling continuing improvement and expansion of Oakfields Health Group Accurate & timely administration of key business functions Efficient handling and sharing of information (all formats) DATA PROTECTION AND CONFIDENTIALITY ISSUES: All staff have a legal duty of confidence to patients. Breaching patient confidence can be a serious disciplinary offence. As an employee of the practice, the post holder is required to preserve the confidentiality of any information regarding patients, staff (in connection with their employment), and the practice business. This obligation shall continue indefinitely. Any breach of these requirements will be treated as a serious disciplinary offence which could lead to dismissal and civil action for damages. Page 2 of 5

3 6 COMMUNICATIONS AND WORKING RELATIONSHIPS Accountable to: Responsible for: Communicates with: Business Manager Not applicable GPs, practice nurses, dispensary and admin s Medical, nursing and dispensing leads Patients Practice manager and at Dipton Surgery Other practices PCT primary care contracting and finance s Practice accountant This job description is intended to be a guide to the main duties and responsibilities of the post and will be reviewed and revised from time to time as Oakfields Health Group develops. Page 3 of 5

4 7 ORGANISATION CHART GP Principal Business Manager (OHC) Business Administrator Practice Manager (Dipton Surgery) Dispensary Manager Admin Clinical Clinical Admin Clinical accountability 8 KNOWLEDGE, QUALIFICATIONS, SKILLS AND EXPERTISE REQUIRED See Person Specification 9 JOB DESCRIPTION AGREEMENT Job Holder Name Signature Date Line Manager Name Signature Date Page 4 of 5

5 OAKFIELDS HEALTH GROUP PERSON SPECIFICATION BUSINESS ADMINISTRATOR Essential Desirable Knowledge and qualifications Good general education Business administration qualification ECDL or equivalent Experience Secretarial role Working in small to medium sized business/ Use of Microsoft Office Organising meetings Managing & prioritising own workload Verbal and electronic communications with and external agencies Learning new knowledge & skills Working in small medium sized health care organisation Use of accounts and payroll software Book keeping Skills & competencies Microsoft Office applications Use of internet & Articulate, able to give, receive and organise information, verbal and written Able to manage self and tasks Able to manage own time & workload Able to prioritise work Able to identify & solve problems, think clearly and analytically Able to concentrate and pay attention to detail Other requirements Team worker Quick, self directed learner Car owner & driver Page 5 of 5

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