The Manor Surgery, Osler Road, Headington, Oxford
Hours: 37.5 hours per week, Monday to Friday
Salary: Dependent on experience
We are a large GP Practice in Oxford, with approximately 25,000 patients, looking to recruit an enthusiastic, full-time Administrative Assistant with excellent communication and IT skills. We operate across two sites, the Manor Surgery in Headington and Kennington Health Centre - although this position is based in Headington.
We are a modern, friendly practice, with patient care at the heart of all we do. With a growing practice population, we are keen to continue to develop our administrative teams to ensure we offer the best possible care to patients and excellent support to our clinical team.
This is a busy role within a supportive administrative team. The successful candidate will help manage a wide range of administrative tasks that support patient care, including processing electronic correspondence, responding to patient administrative requests, managing forms and reports, and supporting the accurate maintenance of patient records.
The role requires someone who is organised, reliable and able to manage a varied workload. You will need strong IT skills, excellent attention to detail and the ability to communicate clearly with patients, colleagues and external organisations.
We are looking for a team player who thrives in a fast-paced environment, is willing to learn, and takes pride in delivering a high standard of work.
Job Description
Job Title: Administrative Assistant
Responsible to: Administrative Manager
Accountable to: Practice Manager
Job Summary:
To provide efficient and organised administrative support to the practice team, helping to ensure patients receive timely and well-coordinated care. The role includes processing patient documentation and requests, managing electronic correspondence and supporting a wide range of administrative processes across the practice.
Key Responsibilities:
Duties may be varied from time to time under the direction of the Admin Manager and other senior members of staff, dependent on current and evolving practice workload and staffing levels:
· To provide high-quality administrative support to ensure the smooth running of patient administrative processes within the practice.
· To establish and maintain accurate administrative and filing systems so that written and electronic information is easily accessible, well organised and handled in accordance with confidentiality and data protection requirements.
· To scan, upload and appropriately workflow correspondence and documentation using the practice’s electronic systems (including Docman), ensuring documents are attached to the correct patient record and routed to the appropriate team member when required.
· To respond to administrative tasks and requests received via electronic workflow systems including Docman and Accurx.
· To process a wide range of patient administrative requests and forms, including reviewing requests, checking patient records where required, liaising with clinicians when necessary, and ensuring completed documentation is returned to patients or external organisations in a timely manner.
· To process requests for insurance and medical reports via the iGPR portal and other external systems in accordance with practice procedures.
· To manage and respond to queries received via the practice’s generic email accounts and internal task systems, ensuring queries are dealt with promptly or directed to the appropriate member of staff.
· To support the management of patient records by filing correspondence, maintaining accurate patient information on the clinical system, and processing administrative tasks relating to patient registrations, record transfers and updates.
· To assist with administrative processes linked to national screening and recall programmes where required, including generating patient communications and updating patient records.
· To communicate effectively with patients, relatives, external organisations and colleagues by telephone, email or written correspondence in a professional and helpful manner.
· To support the maintenance of accurate practice records and administrative tracking systems where required.
· To assist with the gathering of data and information for audits, reporting or practice administration where requested.
· To provide cross-cover for members of the administrative team during periods of annual leave or sickness absence.
· To provide reception cover where required to support the wider Patient Services team.
· To undertake any other reasonable administrative duties as requested by the Admin Manager or Practice Manager.
Other requirements of the post-holder:
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 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
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 recognizes 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 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 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.
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 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.
- Recognize 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.
This job description should be regarded only as a guideline to the duties required and is not definitive or restrictive.
Person Specification
Specification
Essential
Desirable
Education/Training
· Good standard of general education.
· GCSE English and Maths (Grade C/4 or above) or equivalent
· Administrative or IT qualification.
Experience
· Experience of working in an administrative role.
· Good computer literacy and confidence using a range of IT systems.
· Experience of managing emails, electronic documents or administrative workflows.
· Experience of working in a busy environment and managing competing priorities.
· Experience of working in the NHS or General Practice.
· Experience using clinical systems such as EMIS.
· Experience using document management systems such as Docman.
· Experience processing forms, reports or patient administrative requests.
· Knowledge of medical terminology.
Special Skills/Aptitudes
· Excellent organisational skills and attention to detail.
· Ability to prioritise and manage a varied workload.
· Strong IT and keyboard skills.
· Good interpersonal and communication skills.
· Ability to work both independently and as part of a team.
· Ability to work accurately in a busy environment
· Confidence communicating with patients and external organisations
Personal Qualities
· Flexible and positive approach to work.
· Reliable with good time management.
· Professional and courteous manner.
· Ability to maintain confidentiality and handle sensitive information appropriately.
Work Location: In person
