VACANCY FULL-TIME BUSINESS ADMINISTRATOR

37 HOURS/WEEK Fixed Term Contract until October 2020

An exciting opportunity has arisen for a Business Administrator to join us initially under a fixed term contract until October 2020, with the possibility of a continuing role within the Surgery.

You will work alongside our current team and ideally be an energetic, reliable team player who can work well under pressure.

You will oversee the running of the day-to-day operations of the office, including line management of all non-clinical staff, appraisals and performance management. Duties will be varied and cover a full range of reception and administration tasks.

The post will be Monday to Friday and the flexibility to work the contracted hours at variable times during the Surgery opening hours of 7.45am – 6.00pm will be an essential requirement.

Please note that at times this job involves being on your feet and having to multitask - please take this into account when applying!

Closing date – Friday 27 September 2019Interviews – Tuesday 8 October 2019

Dr. James FraserDr. Lynn KellyDr. Siân JonesDr. Nikhil AgrawalDr. Peter Roxburgh

JOB TITLE: FULL-TIME BUSINESS ADMINISTRATOR (FIXED TERM 1 YEAR UNTIL OCTOBER 2020)

REPORTS TO: PRACTICE MANAGER

HOURS: 37 hours per week flexible over 5 days, between hours of 7.45am and 6.00pm to suit business needs

Job summary:Manage reception/administration areas and staff to ensure smooth running, ensuring administrative and reception duties within the Surgery are carried out in keeping with the Surgery’s guidelines and policies. Provide support to the Practice Manager.

Job responsibilities:

Partnership Rotas, availability, allocations, changes Organise duty rotas, co-ordinate leave requests Co-ordinate doctor availability Update appointments system for leave/duty changes

Patient services Deal with complaints in accordance with Surgery complaints procedure and evaluate

suggestions Set up and maintain computerised appointment system for all services Ensure adequate staffing for patient services Organise flu clinics/co-ordinate staffing Ensure systems are in place for reconstitution of notes and recording of data To provide receptionist cover, including making appointments, bookings etc as

required

Employed staff Responsibility for all non-clinical staffing issues, including line management, performance

issues and staff support Responsible, in conjunction with the Practice Manager, for the recruitment of non-clinical

staff, including advertising, interviewing, induction and training plans to ensure all staff are adequately trained to fulfill their role

Undertake probation reviews for new employees Responsible for annual performance appraisals for non-clinical staff together with the

Practice Manager/Partner Provide induction training, ongoing review and annual appraisals Ensure Surgery policies are followed and accurate records are kept, with particular

reference to: appointments, messages, visits, post, patient registration, repeat prescriptions, filing systems, births and deaths

Staff rotas Liaise with Practice Manager/Partners concerning staffing and organisation of work Liaise with other members of the primary and secondary health care teams and outside

agencies as required Assist/

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www.southside.scot.nhs.uk

Assist with production and upkeep of the Staff Handbook Fire protocols Encourage and support personal development of members of the heath care team Maintain self and team professionalism Keep the health care team informed of any matters arising as necessary, or as requested

by other members of the health care team

Administration Ensure administrative and clerical duties are carried out effectively and efficiently, providing

cover as necessary Attend staff meetings Oversee weekly scheduled list and extension of appointment books on computer is carried

out accurately.

Information technology Have full understanding of appointment system Have a working knowledge of all software and hardware Maintain text reminder system Deal with IT problems Train staff in use of systems

Production of Performance and Quality Information To be aware of national, local and Surgery quality standards for chronic disease

management. To correctly identify and target patients for assessment and treatment. To ensure staff are aware of the importance of maintaining disease registers and assist in

the validation process. To assist in the change to becoming paper light. To provide support and training for current and new staff in resolving simple problem with

PCs and printers. Ensure all item of service claims are made correctly and appropriately Ensure records of claims for payment are kept up to date in the relevant registers

Building Have a clear understanding of telephone systems, daytime and out of hours Hands-on maintenance as required, including arranging trades where required Assist with remodelling and room moves as required Understand security systems – alarms & cameras

Information Ensure communication systems are running smoothly, and doctors and reception/admin

staff are kept fully informed of changes in procedures Assist with production and upkeep of Surgery procedures manual Manage paperwork systems, including post, internal and external Act as a central source of information

Other Tasks Health and safety

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Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation.  All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & SafetyThe post-holder will assist in promoting and maintaining 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:

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 Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe

way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when

recognised Keeping own work areas and general / patient areas generally clean, assisting in the

maintenance of general standards of cleanliness consistent with the scope of the job holder’s role

Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and DiversityThe 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 people’s 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 DevelopmentThe 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

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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 team’s 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 people’s needs for alternative methods of communication and respond

accordingly

Contribution to the Implementation of Services

The post-holder will:

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

Person Specification – Business Administrator (fulltime fixed term until October 20)

ESSENTIAL (SKILLS) DESIRABLE (SKILLS)

Previous management or supervisory experience.

Experience of staff appraisals, handling grievance and disciplinary issues

Experience in dealing with external organisations at management level.

Experience in primary care/NHS/caring profession

Knowledge of employment law, health & safety legislation, risk assessment

Experience in using Vision and Docman clinical software.

Knowledgeable about recruitment, staff training and staff motivation

Experience of dealing with members of the public.

Experience of complex administration and record keeping in an office environment

Previous experience in an analytical role.

Ability to understand and learn new software and administrative procedures.

Familiarity with a variety of Windows-based software and Windows / network environment.

A demonstrable commitment to professional development

IT literate, including experience in using Word and Excel at intermediate level.

ESSENTIAL (PERSONAL) DESIRABLE (PERSONAL) Good communicator (verbal & written) both

upwards and downwards NHS or recent practice experience

Numerate, and IT literate, including use of Word and Excel to at least a basic-to-intermediate level.

Evidence of organisational skills.

Ability to work autonomously and initiate / self-direct own workload.

Evidence of recent self-directed learning or development.

Evidence of the ability to grasp new concepts and work on a self-directed basis

Ability to work ideal hours as stated

Ability to relate to the interviewing team and exhibits personality to match culture of Practice

Able to work under pressure

Evidence of team working Hard working, reliable and resourcefulAbility to work without direct supervision

and determine own workload priorities

Please read instructions for completion of application form – we do not accept CVsPART A

Application for (Job Title): Business Administrator 37 hours/week Fixed Term Contract until October 2020

Date application received -      Location: Southside Road Surgery, 43 Southside Road,

Inverness, IV2 4XANo applicant will be unfairly discriminated against. We are particularly alert to eliminating discrimination on account of age, cultural/religious/political belief, disability, ethnicity, gender, race, relationship status, sexual orientation, and/or Trade Union membership or stewardship. Only 'Part C' of this form will be made available to short-listing panels.  Parts A, B and C would then be used by the interviewing panel if you are selected for interview.Personal DetailsSurname:       Forename:      

Name known: by (if different)

      Title:      

Address:                

           Post Code:      

Contact Telephone Numbers:     

Day:      

Evening:       Mobile:      

E–mail: address (if we

     

If we need to, the best way for us to contact you is by:      Work PermitDo you need a work permit to take up this post? Yes No

Working in the UKAre you eligible to work in the UK? Yes No

      PART B

Declarations

ConvictionsNHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Order 2003. This means that unless stated in the job description, person specification or application pack, you must tell us about any previous convictions either classed as ‘spent’ or ‘unspent’. If you are offered employment, any failure to disclose such convictions could result in dismissal or disciplinary action. Any information you give will be considered only in relation to the post for which this application form refers. Information will be verified by Disclosure Scotland for relevant posts.

I declare that I have: (a) No previous convictions

(b) Previous convictions – details of which are:     

     

     

     

     

Please read the following statements. You will be asked to sign a declaration if you are appointed:

I have completed Parts A to D of this application form and the details I have supplied are, to the best of my knowledge, true and complete;

I understand that if appointed to this post the information on this form will be kept as part of my personal file record;

I authorise you to obtain references to support this application if I am identified as a preferred candidate;

I understand that details of educational qualifications, membership of professional bodies and referee reports may be verified through the establishments and individuals I have indicated;

I consent to my details being kept confidentially and used for specific and lawful purposes as specified in the Data Protection Act 1998;

I declare that I have no previous convictions, or have identified any I have above.

Signed Date:     

PART CBusiness Administrator 37 hours/week Fixed Term Contract until October 2020

Location: Southside Road Surgery, 43 Southside Road, Inverness, IV2 4XA

Qualifications Achieved

Subjects Type of Qualificationeg. Standard Grade, GCSE, Higher, BSc Grade Achieved

                 

                 

                 

                 

                 

                 

                 

                 

                 

Qualifications Currently Studying or Working Towards

SubjectsType of Qualification

eg. Standard Grade, GCSE, Higher, BSc

Grade Anticipated

Date Anticipated

                       

                       

                       

                       

Membership of Professional or Regulatory BodiesFull name of organisation(s) Registration Number Renewal Date

                 

                 

                 

      PART C

Present (or most recent) PostJob Title:      

Grade:       Date of Starting Grade:      

Employer:      

Dates of Employment: From:       To:      

Reason for Leaving (if applicable):      

Notice Period:       Current Salary:      

Role Purpose / Summary of Responsibilities     

Employment History

Start with your most recent employment first and work down the page. If a job supports the position applied for, please say more about it in your Application Support Statement.Job Title Employer Date From Date To

                       

      PART C

Referees

Your referees will include your present (or most recent) employer. Please identify below the person in your organisation (normally your direct line manager) who is authorised to confirm your employment and the details given in your application. Please identify a second referee who may have closer knowledge of your skills, knowledge and abilities and who may offer opinion on your suitability for this post. You should not use family members or friends. Our pre-employment screening also includes, where appropriate, health and fitness for work, criminal records, qualifications and professional registration. Note that references will only be taken up for Preferred Candidates following interview.

Name 1:       Designation:      

Address:                 Post Code:      

Telephone:       Email:      

Name 2:       Designation:      

Address:                 Post Code:      

Telephone:       Email:      

Interview Arrangements

Please specify any particular requirements you need if attending for interview –

Driving Licence (see Job Description - only complete if a driving licence is essential)

Do you have a driving licence? Yes No If yes, which categories are you entitled to drive,eg. B, BE, C      

      PART C

Statement in Support of Application – please tell us your personal qualities, skills and attributes, experience and any major achievements and show how they match those needed for this job.     

PART DBusiness Administrator 37 hours/week Fixed Term Contract until October 2020

Equal Opportunities Monitoring

We want to ensure that our job opportunities are open to all. The only way we can ensure there is equal opportunity is to monitor applications we receive and compare the profile of people who apply with those appointed. Therefore this form asks you for your ethnic origin, gender, disability, religion, sexuality and age. The information you provide in this part of the form (Part D) is confidential and is not used in the selection process. It will be separated from the rest of the form when we receive it.

1) You are:

Female Male

2) What is your age?I am       years old, and my date of birth is:      

3) Do you have a physical or mental health condition or disability that: has a substantial effect on your ability to carry out day to day activities? has lasted or is expected to last 12 months or more?

Yes No Prefer not to say

If you answered ‘yes’ please tick if it is either of the following:Learning DisabilityLong standing illnessMental health condition

Physical impairmentSensory impairment

Other (please describe):

Again, if yes, please describe any particular arrangements you would need for your work location:

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PART D Business Administrator 37 hours/week Fixed Term Contract

until October 20204) What is your ethnic group? Choose one section from A to F, then tick the appropriate box to indicate your cultural background

A: White Scottish Irish Other British

Any other White background

B: Mixed Any mixed background

C: Asian; Asian Scottish; Asian British Pakistani Indian Chinese

Bangladeshi Any other Asian background

D: Black; Black Scottish; Black British Caribbean African Any other Black background

E: Other ethnic background Any other background

F: Prefer not to answer 5) To which religion, religious denomination or body do you actively belong?

(Christianity) - Church of Scotland Hinduism

(Christianity) - Roman Catholic Sikhism

Christianity (other) Judaism

Other faith / belief Islam

Buddhism No religion (none)

Prefer not to answer

Please return this form to –Practice Manager, Southside Road Surgery, 43 Southside Road, Inverness, IV2 4XA

INSTRUCTIONS FOR COMPLETION OF APPLICATION FORM

Please read this carefully before completing your application form.

1. Application Form Only completed Southside Road Surgery application forms are eligible for short listing. Complete all sections of the form. Do not send your CV. Sign your application form and return it either by post or deliver it in person.

2. Closing Date To be considered, you must return your application on or before the closing date. Applications received after the closing date will not be eligible for short listing. Please make sure you pay the correct postage. Southside Road Surgery will not pay underpaid

mail.

3. References Please include your current or most recent employer. If you feel you cannot ask your current/most

recent employer, we will discuss this with you. Friends or relatives are not acceptable as referees. References are only taken up if you are offered a post with us.

4. Statement In Support Of Application Tell us something about yourself, your skills and achievements. Try to think about why you want this post and what skills/attributes you have that would make you

suitable. This section is used to help us decide whether to offer you an interview or not so please make sure

you complete it as fully as you can.

5. Short Listing and Interviews If you are short listed for interview, we will contact you as indicated on your application form.

Please make sure we have the correct details for you. If you are not short listed for interview, we will write to you after the closing date to let you know this. We have a limited number of interview times. It will not be possible for us to offer an alternative

interview day. If you cannot attend at the time offered, we may be unable to offer an alternative. In this case, you may wish to withdraw your application.

If you are late for your scheduled interview, we may be unable to see you.