Administrator - People Flexi Bank

Job overview

Surry and Borders is looking for someone to act as the Administrator for General Practice Integrated Mental Health Services (GPimhs) and/or Mental Health Integrated Community Services (MHICS) for the Primary Care Network (Group of GP Practices in an area).

Work timing: 9 AM to 5 PM

Days: Monday to Friday

Working hours: 37.5 hours Per week

Main duties of the job

• Administrative Leadership & Representation Act as a liaison between administrators and the GPimhs/MHICS leadership team. Represent the administrative team’s views at meetings and contribute to service development.
• Act as a liaison between administrators and the GPimhs/MHICS leadership team.
• Represent the administrative team’s views at meetings and contribute to service development.
• System Management & Data Reporting Serve as a nominated champion user for EMIS and SystmOne clinical systems. Conduct system audits across local PCNs and provide data as requested. Monitor and improve data quality of administrative entries.
• Serve as a nominated champion user for EMIS and SystmOne clinical systems.
• Conduct system audits across local PCNs and provide data as requested.
• Monitor and improve data quality of administrative entries.
• Team Support & Coordination Provide secretarial and administrative support to the team and clinicians. Support with onboarding and induction of new staff members. Coordinate cover arrangements for staff absences. Handle routine team coordination tasks including diary management and organizing meetings.
• Provide secretarial and administrative support to the team and clinicians.
• Support with onboarding and induction of new staff members.
• Coordinate cover arrangements for staff absences.
• Handle routine team coordination tasks including diary management and organizing meetings.
• Referral & Record Management Receive, process, and allocate referrals to appropriate clinicians. Update patient records and book appointments using EMIS/SystmOne.
• Receive, process, and allocate referrals to appropriate clinicians.
• Update patient records and book appointments using EMIS/SystmOne.

Detailed job description and main responsibilities

• Take accurate minutes for a wide range of meetings and distribute them promptly.
• Provide cover for admin colleagues during short-term absences (e.g., annual leave or sickness).
• Input and update patient information on EMIS/SystmOne.
• Manage referrals and ensure they are directed appropriately and promptly.
• Type letters and reports, including those with tables and graphics.
• Book clinical and individual consultation appointments on EMIS/SystmOne.
• Answer telephone calls, relay messages, and handle queries in a professional manner.
• Monitor and track annual leave and sickness absences for managers.
• Extract data from internal systems such as DART and assist with reporting.
• Log incidents on DATIX as required.
• Organize onboarding processes including ESR approvals and arranging electronic devices through SABP/PCN digital portals.
• Create customized team documents (e.g., leaflets, event materials).
• Plan and coordinate team events when required.