Band 3 General Practice Administrator

SUMMARY:
The post-holder will contribute to and support the effective operation of the administrative functions in the General Practice (GP) Department by contributing to the operational activities of the GP team.
The post-holder will work primarily within the GP Specialty Training team providing administrative support in relation to key areas of work such as GP Recruitment and GP Trainee assessment processes. The post-holder will be expected to deal with a variety of queries from key stakeholders and provide appropriate advice.
The post-holder will be expected to input information accurately into a variety of databases and keep electronic records up to date.
The post-holder will support the GP Executive Officer and other members of the GP Team with key activities to ensure the effective and efficient delivery of administration in the department.
The post-holder will be responsible to the GP Training Co-Ordinator.

KEY Activities & Responsibilities
ADMINISTRATION OF SPECIALTY TRAINING SERVICES
* To provide general secretarial support to the GP Training Coordinator and administration team in relation to GP Specialty Training.
* To produce information that is accurate, timely, relevant and well-presented using various suitable software packages.
* Assisting with the co-ordination of education activities relevant to GP Specialty Training such as organisation of courses and preparation of materials.
* To assist with the organisation of events and courses for GP Trainees and Trainers.
* Assist the Executive Officers with the preparation, organisation and set-up of all activities undertaken by the GP Specialty Training team.
* To utilise the Microsoft Office system and assist with the accurate updating of GP databases and electronic records managed by the GP Department.
* Work on own initiative as well as part of the GP team. Taking minutes, organising IT equipment; and ensuring follow up actions are carried out.
* Ensure that a professional administrative service is delivered at all times.
COMMUNICATION WITH STAKEHOLDERS
* To deal with general incoming telephone calls and emails, responding or relaying messages as appropriate to ensure prompt action is taken.
* Work in collaboration with the GP Team, key stakeholders and colleagues to resolve queries and deliver administrative processes.
* Develop and maintain positive working relationships with colleagues and stakeholders using appropriate communication methods.
* Respond in a professional and prompt manner to queries and relay messages to team members as appropriate

PLANNING AND ORGANISING:

* Prioritise own work within a general schedule and may allocate work to other staff on a daily and weekly basis to meet deadlines.
* Forward planning for days, weeks and year ahead regarding upcoming events and meeting requirements within department.
RESOURCE MANAGEMENT RESPONSIBILITIES (e.g. People, Finance, Equipment etc):
* Oversees the work of others to ensure the work runs smoothly and to NIMDTA standard.
* Identify required levels of stocks of equipment and supplies.
INTERNAL AND EXTERNAL RELATIONSHIPS:
* Daily contact with line manager and GP team.
* Regular contact with GP Appraisers.
* Some contact with other Deaneries and Medical Schools.

1a. Five GCSE's (including GCSE English Language and GCSE Maths, Grades A* - C) OR equivalent qualification to demonstrate literacy and numeracy OR Higher Qualification
OR
1b. 18 months relevant experience*
2. Evidence of one year's experience working with Microsoft Office or similar.
Shortlisting by Application Form

*Relevant experience is defined as working in a business environment undertaking administrative support.

3. Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. These criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

THE ORGANISATION IS AN EQUAL OPPORTUNITIES EMPLOYER
All Staff are required to comply with the Organisation Smoke Free Policy
Successful applicants:
* may be required to attend for a Health Assessment
* can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.
* are able to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance.

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