Operational Coordinator/Receptionist

Provide Reception services for the practice in line with protocols To assist the Senior Management Team to ensure the premises and equipment are compliant with all health and safety laws and requirements; to support the facilities management work of the business. oMaintain a premises and equipment issues log oManage the servicing and maintenance of all medical equipment oCreate and maintain a capital equipment replacement plan oCreate, maintain and update the Health and Safety policy, Risk Assessments, COSHH Assessments and other associated processes and policies oConduct regular inspections of the premises to check for any health and safety issues and review against risk assessments oOrganise and support external contractors to complete maintenance work and any repairs or replacements to resolve or prevent issues oOrganise and support external contractors to complete the premises and equipment compliance checks within their required time frames oLiaise with the cleaning company, carrying our regular audits of provision and liaise with the cleaning company to rectify any shortfall oManage contracts for and highlight issues with services i.e. cleaning, gardening, window cleaning etc oConduct weekly fire system testing oAssist with planned evacuation drills and write up the report afterwards oWrite up reports for any unplanned fire alarm triggered evacuations oAssist with fire and emergency evacuation planning oConduct regular checks of the accident book and write up a monthly report oConduct regular checks of the first-aid boxes to ensure sufficient, in-date supplies; replenishment ordering as needed To assist the Senior Management Team to ensure the business is compliant with Financial Regulations through robust finance support administration: oReview all incoming invoicing and check for discrepancies and plan payment based on the payment deadline and to optimise our cashflow oTo resolve any discrepancies or errors in invoicing oEnsure the Practice Manager has all the invoicing needed for them to make payments oTo assist with raising invoicing for patients and businesses, claims etc oReconcile statements including credit card statements, cardnet machine, private services oReview all income and expenditure statements, identifying any inaccuracies and rectifying such issues, informing the Practice Manager as required oMaintain an effective system for the handling of petty cash oTo assist the external Bookkeepers and Accountants with queries they may have and ensure they have all the documentation they need To assist the Senior Management Team to ensure the business is compliant with employment law and associated information governance laws: oMaintain the personnel records in line with employment law and information governance guidelines oMaintain a personnel information log to record the key information needed for all staff on one spreadsheet oAssist with recruitment oConduct pre-employment checks and advise the Practice Manager if there are issues or concerns oAssist with new staff inductions oAssist with keeping staff induction information up to date, and determining content oAssist with holiday, sickness and other absence recording oCalculate holiday entitlement allowances and reviewing usage throughout the year, keeping staff informed oAssist and support the Senior Management Team with any employment policies and procedures that are triggered, such as Sickness Absence Management, Disciplinary, Grievance, Performance Management oAssist and support the Senior Management Team with appraisals, making sure copies are stored in the personnel files oMaintain training records for all staff and training profiles on our online learning portals oCreate and maintain leavers files that are compliant with retention periods for the data contained To assist the Information Governance Team to ensure the business is compliant: oAttend Information Governance meetings and take minutes to then distribute and store oAssist with Data Protection documentation completion and collation, including Data Sharing Agreements, DPIAs etc oAssist with the liaison with our Independent Data Protection Officer(s) oConduct regular room checks to ensure compliant with data protection laws oConduct regular audits of our clinical system to ensure appropriate use in line with legal parameters oAssist with the completion and maintenance of all data logs; Data Breaches, Freedom of Information, Caldicott Guardian oAssist with Data Breach investigations oAssist with the completion of our annual data toolkit completion oSupport the Practice Manager with completion and monitoring of our Complaints and Concerns Log, Compliments Log and Significant Events/Near Misses Log oAssist with staff information and training relating to Information Governance To assist the Senior Management Team and Business Partners to ensure the business processes SARs and medical reports in a timely manner To assist the Senior Management Team and Business Partners to ensure the business is compliant with CQC Regulations oCoordinate Patient Participation Group (PPG) meetings, create agenda and take minutes to then distribute and store oBe the liaison point for the Patient Participation Group oSupport clinical meetings by updating agenda and taking minutes to then distribute and store oAttend other compliance meetings to take minutes and support as needed oAssist the Infection Control Lead to ensure we are compliant, liaising with cleaning company and waste disposal companies as needed oEnsure all documentation for CQC is up to date and submitted in a timely fashion oAssist with preparation for a CQC Visit, or response to a CQC enquiry oAssist the Senior Management Team and Business Partners with any CQC requirements, as needed To assist the Practice Manager in administrative management of practice functions including: oReferrals oReception and administration activities oCommunication General Operational Tasks: Ensure you maintain your knowledge of all relevant regulations and laws to help support the business to be compliant Ensure you keep up to date with policies and procedures of the business to help ensure they are implemented and observed As part of the Operations Team support the smooth running of the Practice by resolving urgent/on the day issues as needed, this may include premises, health and safety, IT and staffing issues, liaising with the Senior Management Team as needed Undertake any other additional duties appropriate to the post as requested by the Strategic Business Manager, Practice Manager or Partners. This is a new role and this job description will be subject to change as the post evolves to suit the needs of the business.