General Practice Administrator band 3

Monday -Thursday 9-5 pm

Friday 8:30-4:30

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.

Qualifications and Experience

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.

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

Please note for the purposes of this block recruitment exercise only a small number of posts will require candidates to have a driving licence at the closing date of this advertisement, therefore this criterion should not prevent a candidate from being shortlisted but may prohibit taking up a post where this is deemed an essential requirement of the role.

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.