Business Administrator

JOB DESCRIPTION Business Administrator Job Title Business Administrator Accountable To Operational Manager Reporting To Office Manager Location Derby City Council House Hours of Work 37.5 hours per week (Monday - Friday) Contract Permanent INTRODUCTION TO PRIMARY HEALTHCARE DERBY LTD Primary Healthcare Derby is a collaborative entity established by the General Practices in Derby to provide at scale General Practice and Primary Care models where it makes sense to do so. We provide a range of services at scale on behalf of 2 Primary Care Networks, and, through Team Up, liaise with system partners to scope, discuss and develop opportunities to improve primary care pathways to improve efficiency, reduce inequity and reduce service gaps for our most vulnerable citizens, alongside delivering a Home Visiting Service and an Enhanced Care Homes Service. We work closely with our GPs through our PCNs to ensure that the delivery of collaborative programmes of work benefit the people of Derby. At the heart of our business are the following key priorities to further develop; sustainable and enhanced general practice, integrated care and community services, being at the heart of accessibility & continuity of care, delivering effective prevention and population health optimisation, and facilitating high impact provider at scale model. We are a forward-thinking organisation and as part of our culture we are embracing the developing system architecture and the opportunities this delivers for General Practice. JOB SUMMARY This is an exciting opportunity to be part of an environment where every individual is valued as part of the team to deliver excellent service and support. This role requires an ambitious and organised individual who is willing to learn and enjoys a challenge. Within the business administrator role, you will support the Operational Manager with their day-to-day administrative tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible, whilst identifying and contributing towards the ongoing development of new processes. You will support the company in project development and any other administrative tasks that are appropriate. The ideal candidate will be flexible and adaptable, a creative thinker and able to use their own initiative. KEY DUTIES Delivering High Standards To undertake all duties to a high degree of accuracy. Promoting equality and reducing inequalities To uphold organisational policies and principles on the promotion of equality. To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday action ensure we meet our duty to uphold and promote equality. Working with others To work as part of a team to provide a comprehensive administration service. Developing an excellent organisation To support the organisations ways of working and model its values Key Accountabilities To support the company with day to day administrative and reporting tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible. Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary. Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team Manage the PHD email account daily Be willing and open to learn, and not afraid of question the norm. Arrange, confirm appointments/meetings as required, making appropriate arrangements e.g. hospitality, booking venues, equipment etc. Working independently under pressure, prioritising activities to manage workload and meet deadlines. To act as a point of contact in dealing with queries and enquiries promptly and efficiently, referring on as necessary to the relevant individual. Communicates with a range of contacts, for example, member practices, local health commissioners, clinical and non-clinical staff. Communicate effectively with members of staff within and outside of the company, recognising any needs for alternative methods of communication. Work with the Office Manager to support HR systems and enquiries. Support the administration of the Home Visiting Service as required by the Office Manager and providing full coverage for annual leave periods. Oversee the training system ensuring all staff are compliant alerting management if there are concerns Work with colleagues in the team on the development of current and new services and other initiatives. Ensure that work is precise and on-time, and that updates are communicated to internal staff and the PCNs and member practices as appropriate. Support the company to prepare relevant informative reports and presentations on activity progress for relevant meetings or staff in the organisation. Provide an information service to all parts of the organisation, by developing communications to update all on work being completed and results achieved. Build and maintain strong relationships with key individuals, such as PHD staff, PCN Clinical Directors, PCN Managers, and others. Provide reports and documentation suitable for managers and senior managers throughout the organisation. Supporting the induction of the additional roles recruited, including arranging IT equipment, scheduling SystmOne training, equipment required and access for systems. Play an active role in the preparation for CQC This Job Description is not intended to be an exhaustive list of activities but rather an outline of the main areas of responsibility. The role is likely to evolve to meet the changing needs of the company and services within. Job description Job responsibilities JOB DESCRIPTION Business Administrator Job Title Business Administrator Accountable To Operational Manager Reporting To Office Manager Location Derby City Council House Hours of Work 37.5 hours per week (Monday - Friday) Contract Permanent INTRODUCTION TO PRIMARY HEALTHCARE DERBY LTD Primary Healthcare Derby is a collaborative entity established by the General Practices in Derby to provide at scale General Practice and Primary Care models where it makes sense to do so. We provide a range of services at scale on behalf of 2 Primary Care Networks, and, through Team Up, liaise with system partners to scope, discuss and develop opportunities to improve primary care pathways to improve efficiency, reduce inequity and reduce service gaps for our most vulnerable citizens, alongside delivering a Home Visiting Service and an Enhanced Care Homes Service. We work closely with our GPs through our PCNs to ensure that the delivery of collaborative programmes of work benefit the people of Derby. At the heart of our business are the following key priorities to further develop; sustainable and enhanced general practice, integrated care and community services, being at the heart of accessibility & continuity of care, delivering effective prevention and population health optimisation, and facilitating high impact provider at scale model. We are a forward-thinking organisation and as part of our culture we are embracing the developing system architecture and the opportunities this delivers for General Practice. JOB SUMMARY This is an exciting opportunity to be part of an environment where every individual is valued as part of the team to deliver excellent service and support. This role requires an ambitious and organised individual who is willing to learn and enjoys a challenge. Within the business administrator role, you will support the Operational Manager with their day-to-day administrative tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible, whilst identifying and contributing towards the ongoing development of new processes. You will support the company in project development and any other administrative tasks that are appropriate. The ideal candidate will be flexible and adaptable, a creative thinker and able to use their own initiative. KEY DUTIES Delivering High Standards To undertake all duties to a high degree of accuracy. Promoting equality and reducing inequalities To uphold organisational policies and principles on the promotion of equality. To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday action ensure we meet our duty to uphold and promote equality. Working with others To work as part of a team to provide a comprehensive administration service. Developing an excellent organisation To support the organisations ways of working and model its values Key Accountabilities To support the company with day to day administrative and reporting tasks, ensuring that priorities are identified and dealt with, and any problems resolved as quickly as possible. Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary. Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team Manage the PHD email account daily Be willing and open to learn, and not afraid of question the norm. Arrange, confirm appointments/meetings as required, making appropriate arrangements e.g. hospitality, booking venues, equipment etc. Working independently under pressure, prioritising activities to manage workload and meet deadlines. To act as a point of contact in dealing with queries and enquiries promptly and efficiently, referring on as necessary to the relevant individual. Communicates with a range of contacts, for example, member practices, local health commissioners, clinical and non-clinical staff. Communicate effectively with members of staff within and outside of the company, recognising any needs for alternative methods of communication. Work with the Office Manager to support HR systems and enquiries. Support the administration of the Home Visiting Service as required by the Office Manager and providing full coverage for annual leave periods. Oversee the training system ensuring all staff are compliant alerting management if there are concerns Work with colleagues in the team on the development of current and new services and other initiatives. Ensure that work is precise and on-time, and that updates are communicated to internal staff and the PCNs and member practices as appropriate. Support the company to prepare relevant informative reports and presentations on activity progress for relevant meetings or staff in the organisation. Provide an information service to all parts of the organisation, by developing communications to update all on work being completed and results achieved. Build and maintain strong relationships with key individuals, such as PHD staff, PCN Clinical Directors, PCN Managers, and others. Provide reports and documentation suitable for managers and senior managers throughout the organisation. Supporting the induction of the additional roles recruited, including arranging IT equipment, scheduling SystmOne training, equipment required and access for systems. Play an active role in the preparation for CQC This Job Description is not intended to be an exhaustive list of activities but rather an outline of the main areas of responsibility. The role is likely to evolve to meet the changing needs of the company and services within.