Operations & Compliance Administrator

Job summary

PriDerm Community Dermatology Service is looking for an experienced and highly organised Operations & Compliance Administrator to join our busy community dermatology team.

This is a varied role that goes beyond traditional administration. You will play an important part in supporting the day-to-day operation, monitoring, compliance and continuous improvement of our service.

We are looking for someone who is confident working with data, reports and administrative systems, has excellent attention to detail and enjoys making sure processes are followed correctly. You will need to be comfortable identifying problems, raising concerns, monitoring actions and helping to find practical solutions.

This is an excellent opportunity for someone who wants to develop their experience in operations, compliance, audit, reporting and service improvement within a healthcare environment.

Main duties of the job

Operations & Compliance Administrator Main Duties

Responsible for supporting the day-to-day operations of a busy community dermatology service, ensuring administrative processes are accurate, efficient and compliant with policies and healthcare requirements. Key duties include managing referrals, waiting lists, appointments and patient records; maintaining spreadsheets, databases and compliance trackers; carrying out audits and quality checks; monitoring service performance and producing reports; identifying errors, risks and areas for improvement; following up outstanding actions; supporting management with accurate data and reporting; and helping to implement process improvements. The role also involves maintaining confidentiality, ensuring information governance requirements are met, and working collaboratively with clinical and administrative teams to maintain high standards of patient care and service delivery.

About us

PriDerm is a consultant-led community dermatology service that provides specialist dermatology care to NHS patients in the local community. It has been delivering NHS community dermatology services for more than a decade. Patients are generally referred by GPs or other healthcare professionals. Its services include initial consultations, follow-up appointments and minor skin-surgery procedures

Job responsibilities

PriDerm Community Dermatology Service is looking for an experienced and highly organised Operations & Compliance Administrator to join our busy community dermatology team.

This is a varied role that goes beyond traditional administration. You will play an important part in supporting the day-to-day operation, monitoring, compliance and continuous improvement of our service.

We are looking for someone who is confident working with data, reports and administrative systems, has excellent attention to detail and enjoys making sure processes are followed correctly. You will need to be comfortable identifying problems, raising concerns, monitoring actions and helping to find practical solutions.

This is an excellent opportunity for someone who wants to develop their experience in operations, compliance, audit, reporting and service improvement within a healthcare environment.

What will you be doing?Operations and Administration

• Supporting the effective day-to-day administration and operation of the community dermatology service.
• Managing referrals, waiting lists, appointments, correspondence and patient records.
• Ensuring administrative processes are completed accurately, efficiently and within required timescales.
• When required, supporting or overseeing the day-to-day work of the administration team, ensuring priorities are managed effectively and tasks are completed.
• Maintaining accurate spreadsheets, databases, trackers and monitoring systems.
• Supporting month-end processes and providing accurate information to management.

Compliance and Quality

• Monitoring compliance with PriDerm policies, procedures and service requirements.
• Carrying out regular audits and quality checks to ensure processes are being followed correctly.
• Checking records and administrative activity for accuracy and completeness.
• Maintaining compliance trackers and action logs.
• Identifying errors, gaps, risks or areas where processes are not being followed and escalating these appropriately.
• Following up outstanding actions to ensure they are completed within agreed timescales.
• Supporting the preparation and maintenance of evidence required for audits, reviews and compliance monitoring.
• Supporting the implementation of new policies, procedures and operational processes.

Reporting and Monitoring

• Producing regular operational and compliance reports using Excel and other systems.
• Monitoring service activity, waiting lists, referrals, appointments and other key performance information.
• Identifying trends, discrepancies or areas of concern within the data.
• Providing accurate information and reports to management to support decision-making.
• Maintaining accurate and up-to-date monitoring systems and ensuring information is readily available when required.

Service Improvement

• Identifying opportunities to improve administrative processes and the way the service operates.
• Working with colleagues to implement improvements and monitor their effectiveness.
• Supporting investigations into administrative errors, process failures or areas of non-compliance where required.
• Taking ownership of agreed actions and seeing them through to completion.
• Working collaboratively with the wider team to promote high standards of quality, accuracy and compliance.

Working hours

Monday - Thursday: until 5:30pmFriday: until 4:30pm

Start time: To be confirmed

Please note: This position does not include an NHS pension.

About PriDerm Community Dermatology Service

PriDerm Community Dermatology Service provides dermatology care to the local community in North Kirklees.

We are a busy service delivering a range of community dermatology clinics and supporting patients throughout their care pathway.

Our administrative and operational teams play a vital role in ensuring that patients receive an efficient, well-organised and high-quality service.

Person specification

Experience

Essential

• What are we looking for?
• We are looking for someone who:
• Has previous administrative experience and can confidently manage their own workload.
• Is highly organised with excellent attention to detail.
• Has strong Excel and data-handling skills and is comfortable producing reports.
• Has experience of auditing, checking, monitoring or quality assurance.
• Is confident identifying when something is not right and raising concerns appropriately.
• Can work independently and use their own initiative.
• Is able to manage competing priorities and meet deadlines.
• Has excellent written and verbal communication skills.
• Is confident working with colleagues at different levels of the organisation.
• Takes ownership of their work and follows tasks through to completion.
• Understands the importance of confidentiality, accurate record keeping and information governance.
• Has a proactive approach to identifying problems and finding practical solutions.
• Has a full UK driving licence and business insurance.

Desirable

• Healthcare, NHS or GP administration experience.
• Experience working within a clinical or community healthcare service.
• Experience of compliance, quality assurance or service monitoring.
• Experience carrying out audits and maintaining action plans.
• Experience using SystmOne or a similar clinical system.
• Experience producing operational or performance reports.