Job summary:
We are seeking an experienced Administrative Team Member to join our busy GP practice. Previous NHS experience is essential for this role.
30 hours per week
Working hours fall between 8am and 6.30pm Monday to Friday.
Please note, some flexibility and cover for absent staff will be required along with an occasional Saturday.
To ensure administrative and clerical duties are carried out within the practice’s guidelines and policies.
Provide general assistance and support to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Primary responsibilities:
· To have a thorough knowledge of all practice procedures;
· To work in accordance with written protocols;
· Manage practice recall systems;
· Data coding using the current clinical software (SystmOne & Accurx);
· Scanning and processing incoming information into the relevant medical records;
· Handle incoming/outgoing post;
· Perform patient searches and audits as required;
· Make appointments, bookings and admissions as required (including via the Choose & Book electronic booking system);
· Prepare documentation as required for the production of reports to third parties;
· Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated agencies, both on the telephone and face to face;
· Provide a variety of administrative duties to assist in the smooth running of the practice, including the provision of clerical and secretarial support to clinical staff and other members of the Primary Health Care Team;
· Undertake any other duties as directed by the Practice Manager as deemed appropriate.
These administrative duties include:
o Cytology recalls
o Blood monitoring recalls
o Pathology result management
o Childhood immunisation recalls
o Summarising medical records
o Billing and invoicing
o Taking minutes of meetings
o Registration of New Patients.
o Medical records return to the Health Authority.
Confidentiality:
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 the practice may only be divulged to authorised persons in accordance with the practice 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 the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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 practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that 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 the practice 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
- Maintain individual and team professionalism;
Quality:
The post-holder will strive to maintain quality within the practice, 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 recognise 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 practice 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
Job title – Administrative Team Member
Academic - Essential
Five A*to C (level 4 to 9) GCSE’s or equivalent which must include Maths and English
Experience - Essential
Previous NHS experience (mandatory)
Experience using IT systems in a clinical or administrative setting
Experience working in a busy office environment
Experience - Preferred
Experience using SystmOne
Familiarity with NHS systems and processes (e.g. eRS, patient records)
GP Surgery experience
Qualities/Attributes
Excellent communication and interpersonal skills, both written and verbal
Ability to work on own initiative and in a team
Willingness to develop new skills and undertake training
Approachable, flexible and caring attitude
Ability to work accurately and effectively as directed
Aptitude to learn new IT skills
An understanding, acceptance and adherence to the need for strict confidentiality
Ability to use own judgement, resourcefulness and common sense
Ability to work without direct supervision and determine own workload priorities
Pay: £12.71-£12.93 per hour
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Sick pay
Education:
- GCSE or equivalent (required)
Work Location: In person
