Framlingham Medical Practice
Job Title: Administrator
Accountable to: Operations Manager / Practice Manager
Reports to: Administration Team Lead
Hours: 26 Hours a week - Monday, Tuesday, Wednesday and Friday
Tenure: Permanent (subject to satisfactory completion of probationary period)
JOB SUMMARY
The Administrator role is to oversee and take responsibility for the administrative aspects of the practice. They are responsible for various administrative duties and accountable to the Practice Operations Manager and Partners.
They work closely with all members of the practice to meet agreed partnership aims and objectives within a profitable, efficient, safe and effective working environment and maintaining a happy and committed team.
Main areas of responsibility include:
The following are the core responsibilities of the Administrator. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.Handle and process incoming clinical letters, emails, and post.
- Read code relevant information onto the clinical system to include relevant QOF data and clinical information.
- Accurately summarise incoming electronic and hard copy correspondence according to agreed protocols and within agreed timescales.
- Process incoming patient paper records.
- Process and complete deduction request, sending of paper notes if necessary.
- Respond to and complete administration systmOne tasks in a timely manner.
- Scan and process hard copy letters.
- Send QOF recall invites to patients QOF and any other relevant services, such as Learning disability health checks and update records accordingly
- Provide cover for annual and sickness leave.
- Any other administrative duties the practice feel is relevant
GENERAL RESPONSIBILITIES FOR ALL STAFF
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their carers, staff and other healthcare workers. They may also have access to information relating to Suffolk Primary Care as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of Suffolk Primary Care may only be divulged to authorised persons in accordance with Suffolk Primary Care policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in Suffolk Primary Care’s Health & Safety Policy, to include:
- Using personal security systems within the workplace according to Suffolk Primary Care guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Suffolk Primary Care procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by Suffolk Primary Care as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
- Monthly training sessions as necessary
Quality
The post-holder will strive to maintain quality within Suffolk Primary Care, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise people’s needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services
The post-holder will:
- Apply Suffolk Primary Care policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Equal Opportunities
Suffolk Primary Care is an equal opportunities employer and you will be expected to comply with all relevant policies and procedures
Right to work
All applicants must have the legal right to work in the United Kingdom at the time of application and throughout the duration of employment. This includes holding a valid visa or immigration status that permits employment in the UK, if applicable.
Suffolk Primary Care is unable to employ or continue to employ individuals who do not have, or are unable to provide evidence of, their right to work in the UK.
Code of Conduct
All staff are required to work in accordance with the code of conduct for their professional group (e.g. Nursing and Midwifery Council, Health Professions Council, General Medical Council, NHS Code of Conduct for Senior Managers).
Infection control
It is the responsibility of all staff, whether clinical or non-clinical, to familiarise themselves with and adhere to current policy in relation to the prevention of the spread of infection.
Clinical staff, on entering and leaving clinical areas and between contacts with patients, must apply alcohol gel to their hands and also wash their hands frequently with soap and water. Staff are required to communicate any infection risks to the Infection Control lead.
Complaints
From time to time, complaints may occur, no matter how professional the approach of our staff. All complaints are investigated promptly, and the full co-operation of staff is required. The current guidelines amplify the above points with policies and procedures explained.
Clinical Governance and Risk management
Suffolk Primary Care believes everyone has a role to play in improving and contributing to the quality of care provided to our patients. As an employee of the practice you are expected to take a proactive role in supporting Suffolk Primary Care’s clinical governance agenda by:
- Taking part in activities for improving quality such as clinical audit
- Identifying and managing risks through incident and near miss reporting and undertaking risk assessments
- Following polices, guidelines and procedures
- Maintaining continued professional development
- Clinical staff making entries into patient health records are required to follow any Suffolk Primary Care standards of record keeping
Information Quality Assurance
As an employee of Suffolk Primary Care it is expected that you will take due diligence and care in regard to any information collected, recorded, processed or handled by you during the course of your work and that such information is collected, recorded, processed and handled in compliance with Suffolk Primary Care requirements and instructions.
Freedom of Information
The post holder should be aware of the responsibility placed on employees under the Freedom of Information Act 2000 and is responsible for helping to ensure that Suffolk Primary Care complies with the Act when handling or dealing with any information relating to Suffolk Primary Care activity.
Person Specification
IT Skills
Essential:
- IT literate
- Sound keyboard and computer skills including use of Microsoft Office, nhs net email.
- Ability to operate office equipment, telephones, photocopiers, fax machines, scanners
Desirable:
Organisational skills
Essential:
- Excellent attention to detail and ability to check and re-check work to ensure high levels of accuracy
- Ability to work on repetitive and regular tasks
- Ability to work under pressure and to tight deadlines
- Problem solving skills
- Ability to escalate problems/issues as required
Desirable:
- Knowledge of or experience of medical terminology
Communication skills
Essential:
- Good reading and written skills
- Professional telephone manner
- Ability to deal with patients sensitively
Interpersonal skills
Essential:
- Ability to work as part of a team but also on own initiative when required
- Calm outlook in a busy workplace
- Positive disposition
Other
Essential:
- Understanding, acceptance and adherence to the need for strict confidentiality and Information Governance standards
- Experience of working within Primary Care or healthcare setting
Desirable:
- Ability to work in a changing environment
Job Type: Permanent
Pay: £13.34-£14.38 per hour
Benefits:
- Company events
- Company pension
- Employee discount
- Free parking
- On-site parking
- Sick pay
Ability to commute/relocate:
- Woodbridge IP13 9HA: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Please give any dates that you would not be able to attend an interview.
Education:
- GCSE or equivalent (preferred)
Experience:
- Administration: 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
