• Job Description

  Req#: B0348-24-0004?language=en&page=253&sort=publicationDateDesc

  Job summary

  This is a fantastic opportunity to be part of an innovative, close-knit team delivering a range of Primary Care services for the population of Leeds. As an integral part of the operational team, you will be providing administrative support to a number of dedicated workstreams.

  The Administrative Coordinator will work alongside the Business and Operations Manager and Service Delivery Managers to contribute to the achievement of service objectives by improving administrative processes and services provided to our service users.

  The post holder will be a key member of the operational team, playing an active part in the delivery of services.

  Main duties of the job

  MAIN DUTIES

  Develop and maintain Standard Operating Procedures for all aspects of work.

  Act as an initial point of contact for telephone and email queries; effectively responding to enquires and issues.

  Be responsible for the day-to-day delivery of business and operational administration support for the work undertaken by the Operational Management Team.

  Escalate risks or issues to the appropriate person e.g. Service Delivery Manager.

  Participate and contribute to various service delivery meetings and complete actions within planned time.

  Contribute to ongoing development and continuous improvement of services within the operational portfolio capabilities.

  Take a proactive approach in providing day-to-day support to business operations.

  Support the service delivery team by collecting service quality and performance data.

  Provide efficient and effective administrative support to operational meetings, including the timely circulation of agendas, papers, action logs and accurate minute taking.

  Works with team members and colleagues to continually improve the quality of services within the overall organisational governance frameworks and service objectives.

  Works with team members and colleagues to identify, manage and minimise risks within the overall organisational risk management frameworks. This includes understanding and applying knowledge of admin role in incident management.

  About us

  The Leeds GP Confederation has two purposes:

  To be a voice for and represent General Practice in the Leeds Health and Care System:

  A collective voice for General Practice that will be heard throughout the health and care system

  Through representation and active participation in the health & care system to contribute to the setting of strategy and decision making

  To hold contracts to enhance access to healthcare across Leeds and to provide a range of services to General Practices:

  By providing services and holding contracts that directly support General practice

  By having an infrastructure that enables, where appropriate, at scale working for the benefit of general practice and populations

  Inclusive transparent governance

  Not-for-profit

  For further information, please go to www.leedsgpconfederation.org.uk

  Date posted

  09 May 2024

  Pay scheme

  Other

  Salary

  Depending on experience

  Contract

  Permanent

  Working pattern

  Part-time, Home or remote working

  Reference number

  B0348-24-0004

  Job locations

  Leeds GP Confederation, Building 3

  White Rose Park Millshaw Park Lane

  Leeds

  West Yorkshire

  LS11 0DL

  
  

  Job description

  Job responsibilities

  GENERAL DUTIES

  In agreement with their line manager carries out such other duties as may be reasonably expected in accordance with the grade of the post.

  Build and maintain professional working relationships with stakeholders.

  Excellent written and verbal communication skills

  Strong organisational abilities, capable of planning and prioritising effectively.

  Ability to work well under pressure and execute tasks to a high standard whilst supporting peers.

  Good questioning skills to enable issues/problems to be identified and resolved.

  Awareness and experience of working with and respecting confidential material.

  Confidentiality

  During the course of your employment, you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to patients and staff.

  The post holder must be compliant with the principles of GDPR at all times.

  You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of Leeds GP Confederation, unless expressly authorised to do so by Leeds GP Confederation.

  Equal Opportunities

  You are at all times required to carry out your responsibilities with due regard to the Leeds GP Confederations Equal Opportunities Policy and to ensure that staff receive equal treatment throughout their employment with Leeds GP Confederation.

  Conflict of Interests

  You are not precluded from accepting employment outside your normal working hours. However, such other employment must not in any way hinder or conflict with the interests of your work in the Leeds GP Confederation

  Code of Conduct for Professional Group

  All staff are required to work in accordance with their professional groups code of conduct.

  Risk Management

  Risk management involves the culture, processes and structures that are directed towards the effective management of potential opportunities and adverse effects. Every employee must co-operate with Leeds GP Confederation to enable all statutory duties to be applied and work to standards set out in Leeds GP Confederations Risk Management Strategy.

  Governance and statutory requirements

  The post holder is expected to comply with the governance arrangements and policies and procedures of the organisation, available on the Leeds GP Confederation intranet.

  Equal Opportunities and Diversity

  Leeds GP Confederation has an absolute commitment to equal opportunities based on sound management practice, respect for the individual and legislative compliance. The post-holder must at all times carry out his/her responsibilities with regard to the Leeds GP Confederations Equal Opportunities Policy.

  Health and Safety & Risk management

  Employees must be aware of the responsibilities placed upon them under the Health and Safety Work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors, and employees.

  Employees must wear personal protective equipment where provided.

  All employees are expected to comply fully with the Leeds GP Confederation fire policies and procedures to meet their responsibilities in relation to fire safety. All staff are also expected to maintain safe infection control practices at all times.

  All employees are responsible for reporting any accidents, untoward occurrences, and potential hazards to their line manager even when no injury or property damage has resulted.

  Infection control

  All staff have a responsibility to contribute to the reduction of healthcare acquired infection by the adherence to best practice.

  Staff are expected to comply with hand hygiene guidelines and ensure all equipment used for patient care is clean and fit for purpose.

  Staff are requested to report any environmental concerns regarding breach of infection prevention guidelines to their line manager.

  Information Governance

  Confidentiality is both a moral and contractual obligation and applies both inside and outside of work. Any matters of a confidential nature, and in particular any information relating to patients, individual staff records and details of contract prices and terms must, under no circumstances, be divulged or passed to any unauthorised persons at any time during your employment or afterwards.

  All notes, emails, records, and other documents, regardless of medium, are and shall remain the property of Leeds GP Confederation and shall be handed over by you to Leeds GP Confederation from time to time on demand and, in any event, upon termination of your employment. All assets issued to you (such as identity card, car parking pass, equipment, office keys etc) must be surrendered to Leeds GP Confederation upon termination of your employment and, where applicable, on change of employment within Leeds GP Confederation.

  As a user of information, you must be aware of your responsibilities, both legal and other, and comply with all policies and procedures issued by Leeds GP Confederation and associated Codes of Conduct and work within the principles outlined in the information governance framework. This includes information security (including encryption and, where applicable, home working and remote access), records management and information quality responsibilities.

  Under the common law duty of confidentiality, you may be personally liable in a court of law for unauthorised disclosure of personal data. In addition, the wilful or negligent disclosure of confidential information or disregard for Leeds GP Confederation information governance framework would be a breach of the disciplinary rules and could result in summary dismissal. Should you breach this clause after your employment has ended, Leeds GP Confederation may take legal action against you.

  Safeguarding Children/ Vulnerable Adults

  All Staff within Leeds GP Confederation share a commitment to safeguard and promote a child's or vulnerable adults wellbeing. As an organisation we need to ensure that all staff who come into contact with children/vulnerable Adults in their daily activities or provide services to adults with children or vulnerable adults receives mandatory safeguarding training which is appropriate to their role. In addition to this you will be expected to work in accordance with the policies and procedures relating to Safeguarding Children/vulnerable adults that have been agreed by Leeds GP Confederation.

  The Administrator & Rota Coordinator will act as a central point of contact between the Operations Team and extended access workers; ensuring good communication with and a high level of responsiveness to those who contact the office of the Operations Team.

  The Administrator & Rota Coordinator will provide administrative and rota coordination support to the Business and Operations Manager, Head of Contracting and Performance and Operational Team Leaders in the delivery of Extended Access and NHS Health Checks services to the patients of Leeds.

  The Administrator & Rota Coordinator will support the delivery of patient services by ensuring the smooth and efficient running of all administrative and business support processes including resourcing and rota management, management of invoices and the management of stock and hub facilities.

  Job description

  Job responsibilities

  GENERAL DUTIES

  In agreement with their line manager carries out such other duties as may be reasonably expected in accordance with the grade of the post.

  Build and maintain professional working relationships with stakeholders.

  Excellent written and verbal communication skills

  Strong organisational abilities, capable of planning and prioritising effectively.

  Ability to work well under pressure and execute tasks to a high standard whilst supporting peers.

  Good questioning skills to enable issues/problems to be identified and resolved.

  Awareness and experience of working with and respecting confidential material.

  Confidentiality

  During the course of your employment, you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to patients and staff.

  The post holder must be compliant with the principles of GDPR at all times.

  You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of Leeds GP Confederation, unless expressly authorised to do so by Leeds GP Confederation.

  Equal Opportunities

  You are at all times required to carry out your responsibilities with due regard to the Leeds GP Confederations Equal Opportunities Policy and to ensure that staff receive equal treatment throughout their employment with Leeds GP Confederation.

  Conflict of Interests

  You are not precluded from accepting employment outside your normal working hours. However, such other employment must not in any way hinder or conflict with the interests of your work in the Leeds GP Confederation

  Code of Conduct for Professional Group

  All staff are required to work in accordance with their professional groups code of conduct.

  Risk Management

  Risk management involves the culture, processes and structures that are directed towards the effective management of potential opportunities and adverse effects. Every employee must co-operate with Leeds GP Confederation to enable all statutory duties to be applied and work to standards set out in Leeds GP Confederations Risk Management Strategy.

  Governance and statutory requirements

  The post holder is expected to comply with the governance arrangements and policies and procedures of the organisation, available on the Leeds GP Confederation intranet.

  Equal Opportunities and Diversity

  Leeds GP Confederation has an absolute commitment to equal opportunities based on sound management practice, respect for the individual and legislative compliance. The post-holder must at all times carry out his/her responsibilities with regard to the Leeds GP Confederations Equal Opportunities Policy.

  Health and Safety & Risk management

  Employees must be aware of the responsibilities placed upon them under the Health and Safety Work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors, and employees.

  Employees must wear personal protective equipment where provided.

  All employees are expected to comply fully with the Leeds GP Confederation fire policies and procedures to meet their responsibilities in relation to fire safety. All staff are also expected to maintain safe infection control practices at all times.

  All employees are responsible for reporting any accidents, untoward occurrences, and potential hazards to their line manager even when no injury or property damage has resulted.

  Infection control

  All staff have a responsibility to contribute to the reduction of healthcare acquired infection by the adherence to best practice.

  Staff are expected to comply with hand hygiene guidelines and ensure all equipment used for patient care is clean and fit for purpose.

  Staff are requested to report any environmental concerns regarding breach of infection prevention guidelines to their line manager.

  Information Governance

  Confidentiality is both a moral and contractual obligation and applies both inside and outside of work. Any matters of a confidential nature, and in particular any information relating to patients, individual staff records and details of contract prices and terms must, under no circumstances, be divulged or passed to any unauthorised persons at any time during your employment or afterwards.

  All notes, emails, records, and other documents, regardless of medium, are and shall remain the property of Leeds GP Confederation and shall be handed over by you to Leeds GP Confederation from time to time on demand and, in any event, upon termination of your employment. All assets issued to you (such as identity card, car parking pass, equipment, office keys etc) must be surrendered to Leeds GP Confederation upon termination of your employment and, where applicable, on change of employment within Leeds GP Confederation.

  As a user of information, you must be aware of your responsibilities, both legal and other, and comply with all policies and procedures issued by Leeds GP Confederation and associated Codes of Conduct and work within the principles outlined in the information governance framework. This includes information security (including encryption and, where applicable, home working and remote access), records management and information quality responsibilities.

  Under the common law duty of confidentiality, you may be personally liable in a court of law for unauthorised disclosure of personal data. In addition, the wilful or negligent disclosure of confidential information or disregard for Leeds GP Confederation information governance framework would be a breach of the disciplinary rules and could result in summary dismissal. Should you breach this clause after your employment has ended, Leeds GP Confederation may take legal action against you.

  Safeguarding Children/ Vulnerable Adults

  All Staff within Leeds GP Confederation share a commitment to safeguard and promote a child's or vulnerable adults wellbeing. As an organisation we need to ensure that all staff who come into contact with children/vulnerable Adults in their daily activities or provide services to adults with children or vulnerable adults receives mandatory safeguarding training which is appropriate to their role. In addition to this you will be expected to work in accordance with the policies and procedures relating to Safeguarding Children/vulnerable adults that have been agreed by Leeds GP Confederation.

  The Administrator & Rota Coordinator will act as a central point of contact between the Operations Team and extended access workers; ensuring good communication with and a high level of responsiveness to those who contact the office of the Operations Team.

  The Administrator & Rota Coordinator will provide administrative and rota coordination support to the Business and Operations Manager, Head of Contracting and Performance and Operational Team Leaders in the delivery of Extended Access and NHS Health Checks services to the patients of Leeds.

  The Administrator & Rota Coordinator will support the delivery of patient services by ensuring the smooth and efficient running of all administrative and business support processes including resourcing and rota management, management of invoices and the management of stock and hub facilities.

  Person Specification

  Qualifications

  Essential

  • English & Maths to GCSE level A to C or equivalent qualification. Must be willing to participate in any relevant training identified to develop skills required to carry out duties.

  Desirable

  • Administration/Customer Care or equivalent qualification.

  Experience

  Essential

  • Experience of working in a busy office environment where working to deadlines and multi-tasking is essential.
  • Meeting management including minute taking and distribution of meetings materials such as agendas

  Desirable

  • Experience working within a healthcare environment, with an understanding of system pressures

  Systems and Applications

  Essential

  • Competent in the use of Microsoft Office packages including Outlook, Word, Excel, and PowerPoint
  • Knowledge of working with systems or software

  Desirable

  • Knowledge of SystmOne and/or EMIS
  • Experience using design software such as Lucid or Canva

  Personal Attributes

  Essential

  • Enthusiastic, proactive and self-motivated with excellent time management skills.
  • Excellent communication skills; written and verbal
  • Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate

  Person Specification

  Qualifications

  Essential

  • English & Maths to GCSE level A to C or equivalent qualification. Must be willing to participate in any relevant training identified to develop skills required to carry out duties.

  Desirable

  • Administration/Customer Care or equivalent qualification.

  Experience

  Essential

  • Experience of working in a busy office environment where working to deadlines and multi-tasking is essential.
  • Meeting management including minute taking and distribution of meetings materials such as agendas

  Desirable

  • Experience working within a healthcare environment, with an understanding of system pressures

  Systems and Applications

  Essential

  • Competent in the use of Microsoft Office packages including Outlook, Word, Excel, and PowerPoint
  • Knowledge of working with systems or software

  Desirable

  • Knowledge of SystmOne and/or EMIS
  • Experience using design software such as Lucid or Canva

  Personal Attributes

  Essential

  • Enthusiastic, proactive and self-motivated with excellent time management skills.
  • Excellent communication skills; written and verbal
  • Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate

  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

  Leeds GP Confederation

  Address

  Leeds GP Confederation, Building 3

  White Rose Park Millshaw Park Lane

  Leeds

  West Yorkshire

  LS11 0DL

  
  

  Employer's website

  https://www.leedsgpconfederation.org.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Leeds GP Confederation

  Address

  Leeds GP Confederation, Building 3

  White Rose Park Millshaw Park Lane

  Leeds

  West Yorkshire

  LS11 0DL

  
  

  Employer's website

  https://www.leedsgpconfederation.org.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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