Job description

Job responsibilities

To organise and prioritise own workload.

To support the provision of an effective secretarial and administrative service to the team whilst maintaining a high degree of confidentiality in relation to any information about staff and service changes organisational wide.

To deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.

Ensure systems are in place to capture and retrieve statistical information, maintaining databases and producing reports as requested.

Preparation, distribution and circulation of relevant documents and information both internally and externally as required.

Be the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquiries and independently communicate effectively on behalf of the Team. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring timely action is taken.

Be sympathetic and sensitive to the requirements of staff when communicating either face to face or by telephone when dealing with a difficult situation e.g. aggressive or demanding behaviour.

Deal with enquiries to the teams and liaising with professionals from external agencies SHPU, which includes maintaining a confidential and accurate message system.

Directing/re-directing paperwork and emails.

Person Specification

Training and Qualifications

Essential

• oMinimum of 2 x GSCE's grade C or above (or equivalent) to include Maths & English
• oA level / NVQ Level 3 or equivalent in an administrative / business related topic (or equivalent experience)

Desirable

• Experience

Experience

Essential

• Experience of creating and maintaining databases
• oExperience of comparing and reconciling data across multiple information systems
• oExperience of making decisions, formulating and adjusting plans based on complex data from multiple sources
• oWorking in an administrative capacity in an office environment.

Desirable

• Experience of training, supervising or managing junior members of staff
• Working in an administrative capacity in an NHS / Education office environment

knowledge and Skills

Essential

• oWorking knowledge of Microsoft Office.
• oWorking knowledge of general admin procedures, systems and quality monitoring.
• oAbility to deal with confidential/sensitive information
• oUnderstanding of confidentiality, Information Governance and the GDPR
• oHighly developed interpersonal and communication skills
• oAble to prioritise work effectively for self and others and deal with non-routine tasks under pressure
• oIT skills in a range of different applications

Desirable

• Working knowledge of human resources policies/procedures and staff supervision.
• Working knowledge of ESR/Trac/rostering systems
• Understanding of Postgraduate and Undergraduate Medical Education and/or Medical Staffing

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sheffield Health Partnership University NHS Foundation Trust

Address

Centre Court / WFH

Atlas Way

Sheffield

S4 7QQ

United Kingdom

Employer's website

https://www.sheffieldpartnership.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

• The post holder will provide first line advice, information, training and support to the managers, staff, contractors and visitors. Seeking advice from other specialists where required i.e. Head of Facilities and Health & Safety, Authorised Engineer (fire).
• Plans and undertakes a programme of fire, health & safety audits, inspections, and risk assessments of Trust equipment and operations, covering relevant legislation, guidance, including Health Technical Memorandum, and appropriate National Standards. Produce reports of findings and costed recommendations. Delivers agreed remedial action plans with clear, measurable outcomesensuring actions are prioritised, completed within required timescales, and lead to sustained statutory compliance.
• The post holder will provide advice and support to staff dealing with fire, health & safety related incidents/accidents and/or near misses, including RIDDOR reportable, and to initiate and co-ordinate the investigation and follow-up of RIDDOR reportable incidents, providing regular briefings as appropriate and facilitating learning throughout the organisation.
• Establish a structured programme of fire, health & safety training throughout the Trust, working closely with all levels of management to identify and monitor fire, health & safety training needs across the Trust. Ensures that all employees receive adequate training and best practice instructions to comply with fire, health & safety requirements. This includes identifying suitable training provision, contributing to the development of training programme, as well as delivering training as appropriate.
• Contributes to development and implementation of well-rehearsed business continuity plans, major incident and emergency planning to ensure the Trust and its officers can deal with fire, health & safety emergencies.
• To support and advise on fire, health & safety issues within new builds, projects and conversions and being a member of project team groups as appropriate. With particular emphasis on specifications for fire, health & safety precautions, compliance with applicable legislation at both design and construction stages. Ensure appropriate measures are developed and maintained to control the activities of contractors working on site and ensure their activities do not compromise the safety precautions.
• Support the Fire Safety Manager with the development of a strategy for reducing unwanted fire signals within the Trust and liaise with the Local Fire Authority as part of the overall fire safety strategy.
• Ensure that the Planned Preventative Maintenance (PPM) checks related to fire, health & safety meet all statutory and legal requirements (including for example frequency and content of the checks), and that they are completed in a timely manner.
• Maintains the health & safety risk register, reporting key risks to the Head of Facilities and Health & Safety and ensuring the successful mitigation of those risks.

Person Specification

Knowledge and Skills

Essential

• Must have knowledge and experience in the practical implications and application of the Health and Safety at Work etc, Act 1974 and the Regulatory Reform (Fire Safety) Order 2005, knowledge and be familiar with the interpretation of the Building Regulations.
• Practical experience and knowledge of undertaking risk assessments, ability to undertake safety audits, working knowledge of fire, health & safety, risk management, and relevant codes of practice.
• Experience of fire, health and safety provision in complex healthcare services.
• Good verbal and written communications and interpersonal skills.
• Excellent numeracy skills.
• Ability to develop and maintain accurate records.
• Organising, prioritising and planning skills.
• Analytical skills, including data analysis relevant to fire, health & safety.
• Able to work independently and as part of a team.
• Knowledge of Microsoft Office applications e.g. spreadsheets, word processing/general IT applications.
• Good keyboard skills.
• Good report writing skills.
• Able to translate mandatory regulations and advisory guidance into advice that is both sound and practical, related to fire, health & safety.
• Ability to assimilate, analyse & present problems, identify necessary actions, make recommendations and ensure action plans have been implemented.

Desirable

• Knowledge of NHS and Trust policies and procedures.
• Practical knowledge and experience in the application of Violence Prevention and Reduction Standard and associated guidance.
• Practical knowledge and familiar with the interpretation of the Building Regulations 2022.

Training and Qualifications

Essential

• Educated to degree standard that enables the post holder to demonstrate and practice appropriate fire, health & safety management with developed knowledge across the range of fire, health, safety procedures and practices, underpinned by theoretical knowledge and relevant good practice.
• ABBE Level 3 Certificate in Fire Risk Assessment.
• Professional qualification in health and safety to level 3 (NEBOSH).
• It is expected that post-holder will be a Technical member, or above, of IOSH.
• It is expected that post holder will be a Technician Grade, or above, of the Institute of Fire Engineers.
• Evidence of continuous development.

Desirable

• Certificate in Further Education Training.
• Qualification in Risk or Auditing.

Experience

Essential

• Experience working in a fire, health & safety environment.
• Experience of updating and implementing policies and procedures relevant to fire, health & safety.
• Experience of undertaking fire, health & safety risk assessments, safety inspections and audits.
• Experience of accident and incident investigation and associated methodologies

Desirable

• Experience of delivering training.
• Experience of accident and incident investigation and associated methodologies.
• Experience in incident reporting and risk management systems.
• Understanding of NHS organisations and structures.
• Understanding of mental health services and patient care needs.

Other

Essential

• Mobile with the ability to travel to other sites across the Trust.
• Flexible approach to working hours
• Able to attend events outside of Sheffield

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Sheffield Health Partnership University NHS Foundation Trust

Address

President Park

President Way

Sheffield

S4 7UR

United Kingdom

Employer's website

https://www.sheffieldpartnership.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

Job Responsibilities

The Reception Coordinator will work under the direct supervision of the Operations Lead and in accordance with Practice policies and procedures. The role is responsible for supporting and coordinating the day-to-day management of the reception and administration functions, ensuring a high-quality service is delivered to patients and staff.

The postholder will:

• Oversee the day-to-day delivery of an effective reception service, ensuring appropriate staffing levels and delegation of duties across the team.
• Support the management of reception and administrative staff, providing guidance and day-to-day operational support.
• Work with the Operations Lead to coordinate annual leave arrangements, staff rotas and sickness cover.
• Oversee and support the delivery of administrative systems and processes, including document scanning, coding and the processing of reports.
• Assist with the administration of quality improvement programmes, audits and practice incentive schemes.
• Ensure prescription-related administrative processes are managed in accordance with Practice procedures and in liaison with the Clinical Pharmacist.
• Ensure new reception staff receive appropriate induction, training and support.
• Assist with the management of patient concerns and complaints where appropriate.
• Support the management of surgery alterations, cancellations and emergency operational arrangements.
• Identify opportunities to improve systems and processes and make recommendations to the Operations Lead.

The role remains operational and hands-on. The postholder will be expected to:

• Provide a professional, efficient and welcoming reception service to patients and visitors.
• Answer telephone calls courteously and efficiently, taking and recording messages accurately.
• Manage appointment bookings, home visit requests and patient enquiries.
• Support clinical and administrative workflows including document management, patient records and correspondence.
• Assist with delegated QOF and other administrative responsibilities.
• Undertake additional administrative duties as required to support the efficient running of the Practice.
• Participate in the reception rota where required and deputise for the Operations Lead in their absence.

The postholder will:

• Maintain strict confidentiality in relation to patients, staff and Practice business.
• Participate in mandatory training and ongoing professional development activities.
• Comply with Practice policies relating to Health & Safety, Infection Prevention and Control, Equality and Diversity, and Information Governance.
• Contribute positively to team working and the ongoing development of Practice services.
• Undertake any other duties appropriate to the role as reasonably requested by the Operations Lead, Business Manager or Directors.

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE (or equivalent) in English
• Commitment to ongoing personal and professional development.

Desirable

• NVQ Level 2 or equivalent qualification in Business Administration, Customer Service or a related subject.
• Supervisory or team leadership training.

Experience

Essential

• Significant experience working within a GP Practice or Primary Care environment.
• Experience working within a patient-facing reception or administrative role.
• Experience using EMIS Web.
• Experience managing competing priorities in a busy environment.
• Experience dealing with patients, carers and members of the public.
• Experience working as part of a multidisciplinary team.
• Experience handling confidential and sensitive information.

Desirable

• Previous experience as a Reception Coordinator, Reception Supervisor, Team Leader or similar role.
• Experience supporting staff induction, training or supervision.
• Experience coordinating staff rotas, annual leave or workload allocation.
• Experience supporting quality improvement initiatives or practice projects.

Knowledge and skills

Essential

• Excellent communication and interpersonal skills.
• Strong organisational skills and attention to detail.
• Competent in the use of Microsoft Office applications.
• Excellent working knowledge of EMIS Web.
• Ability to prioritise workload and work effectively under pressure.
• Ability to provide a professional, welcoming and efficient service to patients.
• Understanding of confidentiality, information governance and data protection requirements.
• Ability to deal confidently and sensitively with patients.

Desirable

• Knowledge of QOF, NHS primary care services and administrative workflows.
• Knowledge of complaints handling and patient experience processes.

Personal qualities and attributes

Essential

• Friendly, approachable and professional manner.
• Reliable, flexible and adaptable.
• Ability to take initiative and solve problems.
• Positive and supportive approach to team working.
• High standards of integrity and confidentiality.
• Ability to remain calm and professional under pressure.
• Commitment to excellent patient care and customer service.

Desirable

• Leadership qualities and the ability to motivate and support colleagues.
• Interest in service improvement and staff development.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Meads Medical Practice Limited

Address

The Meads Medical Practice Ltd

29 Quartz Way

Sittingbourne

Kent

ME10 5AA

United Kingdom

Employer's website

https://www.saffronwayhealthcentre.co.uk/index.aspx?p=G82634 (Opens in a new tab)