Job summary
This is an exciting opportunity for a
part-time Practice Administration Assistant to join our team at The Valleys.
Based at Moss Valley
Medical Practice, the Partnership is looking for a motivated, enthusiastic, reliable
administrator with excellent customer service skills, to join our friendly,
focused and professional patient-facing administration team.
Main duties of the job
Practice Administration
Assistants form part of our Primary Health Care Team. They work under the
direction of the Patient Administration Team Leader and Assistant Practice
Manager, providing administrative support services to our patients and staff
including:
- Ensuring the surgery premises
are appropriately stewarded and kept tidy.
- Administering of the
appointments system.
- Ensuring enquiries from patients
are efficiently and courteously handled.
- Completing administrative
duties for the Practice (primarily computer-based) and ensuring these are
undertaken accurately, efficiently, and promptly.
- Effective communication with
all Primary Healthcare Team members.
- Completing holiday and sickness cover for absent
colleagues.
About us
We are a successful Partnership with 6 GP Partners
and one Pharmacist Partner. We have a
practice population of approximately 12,400 and are based across two sites:
Moss Valley Medical Practice in Eckington, and Gosforth Valley Medical Practice
at Dronfield.
We are a 'Good' practice, patient-focused and
consistently securing high achievement in terms of QOF. We are proud of our training practice status
and welcome new and innovative approaches to patient care.
We are welcoming,
supportive and strive to put our team's wellbeing at the heart of all we do. We
are committed to providing an open, friendly and supportive environment where
all staff feel comfortable to share ideas and can expect to be provided with
all the tools and support they need to enjoy success in their working life.
Job description
Job responsibilities
Key Tasks:
The surgery premises are appropriately stewarded and kept tidy
- Opening
the premises and checking heating, ventilation, and safety risks.
- Resuming
telephone services/setting answerphones.
- Ventilating
and tidying the waiting room.
- Ensuring
the reception area is always left tidy and ready for use.
- Closing the premises
and checking telephone answerphone on, lights etc. off and the building is
secure.
Administering of the appointments system
- Receiving
and marshalling patients on arrival.
- Making
new and follow-up appointments.
- Receiving
and recording requests for home visits and telephone consultations.
- Collation of
appointment statistics as requested by the practice manager or partners.
Enquiries from patients are efficiently and courteously handled
- Provision
of general information to patients.
- Answering
enquiries.
- Registering
new patients.
- Explaining
surgery procedures.
- Receiving
& processing requests for repeat (and acute) prescriptions.
- Completion
of relevant forms.
- Receiving &
processing patients payments.
The secretarial duties of the Practice, both paper and computer-based, are undertaken efficiently
- Accessing
and filing of patients paper records as requested by any clinician or the Practice
Manager.
- Updating
the computerised patient records as required.
- Return
of requested records (with computer print-out) to the Registrations Department.
- Typing
of letters and other documents as requested by any clinician or the practice
manager.
- Processing
referrals.
- The
provision of regular data to Primary Care organisations as requested.
- Administration
of patient recall systems.
- Issue
of invitations for health promotion activities.
- Administration
of office supplies stock.
- Photocopying.
- Filing.
- Help
with newsletter/poster campaigns.
- Computer entry of
summarised notes.
Communication with all Primary Healthcare team members
- Receiving,
recording, and passing of messages for other Primary Health Care Team members.
- The
completion of all tasks allocated to you personally or to your team.
- Tasks that are not
completed should be delegated to a colleague at the change of shifts; in
particular that they are provided with information about any unresolved or
urgent matters.
Holiday and sickness cover for absent colleagues
- Planned
cover for absent colleagues as per the contract schedule.
- Ad-hoc cover for
unforeseen circumstances.
Miscellaneous
- Making
tea and coffee.
- Other duties, which
may be required, and which are consistent with the responsibilities of the post
as it now stands, and as it develops over time.
Job description
Job responsibilities
Key Tasks:
The surgery premises are appropriately stewarded and kept tidy
- Opening
the premises and checking heating, ventilation, and safety risks.
- Resuming
telephone services/setting answerphones.
- Ventilating
and tidying the waiting room.
- Ensuring
the reception area is always left tidy and ready for use.
- Closing the premises
and checking telephone answerphone on, lights etc. off and the building is
secure.
Administering of the appointments system
- Receiving
and marshalling patients on arrival.
- Making
new and follow-up appointments.
- Receiving
and recording requests for home visits and telephone consultations.
- Collation of
appointment statistics as requested by the practice manager or partners.
Enquiries from patients are efficiently and courteously handled
- Provision
of general information to patients.
- Answering
enquiries.
- Registering
new patients.
- Explaining
surgery procedures.
- Receiving
& processing requests for repeat (and acute) prescriptions.
- Completion
of relevant forms.
- Receiving &
processing patients payments.
The secretarial duties of the Practice, both paper and computer-based, are undertaken efficiently
- Accessing
and filing of patients paper records as requested by any clinician or the Practice
Manager.
- Updating
the computerised patient records as required.
- Return
of requested records (with computer print-out) to the Registrations Department.
- Typing
of letters and other documents as requested by any clinician or the practice
manager.
- Processing
referrals.
- The
provision of regular data to Primary Care organisations as requested.
- Administration
of patient recall systems.
- Issue
of invitations for health promotion activities.
- Administration
of office supplies stock.
- Photocopying.
- Filing.
- Help
with newsletter/poster campaigns.
- Computer entry of
summarised notes.
Communication with all Primary Healthcare team members
- Receiving,
recording, and passing of messages for other Primary Health Care Team members.
- The
completion of all tasks allocated to you personally or to your team.
- Tasks that are not
completed should be delegated to a colleague at the change of shifts; in
particular that they are provided with information about any unresolved or
urgent matters.
Holiday and sickness cover for absent colleagues
- Planned
cover for absent colleagues as per the contract schedule.
- Ad-hoc cover for
unforeseen circumstances.
Miscellaneous
- Making
tea and coffee.
- Other duties, which
may be required, and which are consistent with the responsibilities of the post
as it now stands, and as it develops over time.
Person Specification
Qualifications
Essential
- A good standard of education is required, preferably to GCSE or higher level. Minimum grade C/level 4 in Maths & English language.
Desirable
- Additional administrative qualifications.
Skills and Knowledge
Essential
- Good keyboard skills.
- Able to communicate effectively (written & verbal) at all levels.
- Ability to multi task and prioritise workloads.
- Able to remain calm under pressure
- Being assertive whilst appropriately empathetic
- Tact and diplomacy
- Work independently and as part of a team
- Self-confident
- Ability to maintain confidentiality
- Ability to recognise personal limits of competence
Desirable
- Solid computer skills to include Microsoft Office packages.
- A basic understanding of General Practice
Other
Essential
- Ability to maintain a strict code of confidentiality at all times
- Reliable
- Positive attitude
- Resilient
- Interest in the work
- Good sense of humour
- Willing to comply with dress code/uniform requirements
Desirable
- Car driver with full use of car
- Able to work flexible hours
Experience
Essential
- Experience in a customer-facing environment or care setting.
Desirable
- Previous experience of working within the NHS.
- Previous experience of working within general practice.
Person Specification
Qualifications
Essential
- A good standard of education is required, preferably to GCSE or higher level. Minimum grade C/level 4 in Maths & English language.
Desirable
- Additional administrative qualifications.
Skills and Knowledge
Essential
- Good keyboard skills.
- Able to communicate effectively (written & verbal) at all levels.
- Ability to multi task and prioritise workloads.
- Able to remain calm under pressure
- Being assertive whilst appropriately empathetic
- Tact and diplomacy
- Work independently and as part of a team
- Self-confident
- Ability to maintain confidentiality
- Ability to recognise personal limits of competence
Desirable
- Solid computer skills to include Microsoft Office packages.
- A basic understanding of General Practice
Other
Essential
- Ability to maintain a strict code of confidentiality at all times
- Reliable
- Positive attitude
- Resilient
- Interest in the work
- Good sense of humour
- Willing to comply with dress code/uniform requirements
Desirable
- Car driver with full use of car
- Able to work flexible hours
Experience
Essential
- Experience in a customer-facing environment or care setting.
Desirable
- Previous experience of working within the NHS.
- Previous experience of working within general practice.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
