Southampton Primary Care Ltd is delivering 08:00-22:00 access to Primary Care services across Southampton. As part of this rapidly growing service we are looking to appoint a new enthusiastic and conscientious Part Time Administrator who is flexible and able to work a variety of shifts on evenings and weekends on a 2 week rolling rota in our central communication hub.
The Administrator role includes call handling and data collection / processing. We are looking for a team player with excellent communication and customer service skills with a working knowledge of Microsoft Word and Excel. Must have the ability to multitask and prioritise workloads with ability to apply next step thinking. Role requires a professional, methodical approach with high levels of concentration and accuracy. Discretion and confidentiality are essential qualities for this post.
Administrator
Person Specification
Forward thinking team player with excellent communication skills (written and verbal) and fluent I.T. user would be most suited to this position. Essentially must have excellent customer service skills, be calm under pressure, and ability to multitask and prioritise workload.
The NHS environment is demanding and constantly changing and individuals who can embrace and manage multiple changes would be suited to this position. Discretion and Confidentiality are essential qualities for this post. We are particularly interested in expanding our social medial networks at this time.
Data Input duties is methodical work requiring concentration and high levels of accuracy. Knowledge of READ codes and our local computer systems is desired but not essential.
Purpose of Job
To provide a diverse range of office administrative, reception (call handling) and data collection/ analysis duties to fulfill the needs of the organisation.
Induction and Training
We offer induction and on the Job training plus personal development opportunities for all employees.
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 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 SPCL Health & Safety Policy, to 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
- 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 peoples rights, interpreting them in a way that is consistent with SPCL procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, 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 SPCL 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.
Quality:
The post-holder will strive to maintain quality within SPCL, and will:
- Alert other team members to issues of quality and risk, particularly upon observation of failure by a team member.
- 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 teams 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 peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
- Apply SPCL 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.
DUTIES
Medical Records & Data Inputting
- Be aware of information governance standards and policies
- Remember smart card and passwords for security
- Identify and select appropriate Read Codes
- Tidying computerised records for Data Quality.
- Attend relevant training to meet the requirements of the role and improve skills
- Log IT faults and problems to helpdesk
- use NHS intranet email facility for info, instructions, amendments etc
- report all IG incidents
- maintain data security at all times ( clear desk procedures, lock out computers etc)
Receptionist Duties
- Book Appointments using SPCL computer system, referring onto appropriate agencies as required.
- Dealing with general enquiries from Practices and other agencies.
- Take clear and concise messages with all relevant details in place using appropriate pathway
- Maintain patient safety and patient confidentiality.
- Telephone liaison with secondary care providers.
General Administration
- Open daily post (internal and external) and stamp as per protocol
- Scanning
- Photocopying
- Conduct surveys on behalf of doctors and other health care professionals
- Prepare appropriate documentation for audits
- Collate data for service reports
- Faxing
Other Duties
- attend mandatory training
- attend any work related training as required
- agree personal development plan at annual appraisal
- attend general staff meetings
- make refreshments and maintain tidy kitchen area
- maintain tidy work space
- report all incidents or near miss incidents to line manager.
- Any other duties deemed appropriate by line manager.
Essential
- Good level of general education including qualifications in English and mathematics ( equivalent to GCSE Grade C or above)
- Experience of working with the general public At least 2 years reception/clerical work
- Ability to use a telephone system, taking and recording accurate bookings and messages Ability to extract data for purpose of analyses Good keyboard/IT skills General office skills, fax , photocopier, scanning , shredding Prioritise workload Awareness of Data Protection Action and Information Governance priniciples Recognise importance of confidentiality
- Demonstrate excellent interpersonal and communication skills Must be able to work on own and as part of a team Be pro active and willing to learn
Desirable
- Familiar with GP clinical systems such as System one/EMIS/Vision or equivalent
- Ability to deal with urgent situations that may arise
- Familiar with Medical Terminology
- Flair for IT
Job Types: Part-time, Permanent
Pay: £13.50-£13.97 per hour
Benefits:
- Company events
- Company pension
- Free parking
- On-site parking
- Sick pay
Work Location: In person
