Job summary
This is an exciting opportunity for a
part-time Practice Administration Assistant to join our team at The Valleys.
Based at Gosforth
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,
covering part-time for maternity leave.
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
Job Summary
To work as part of the
Primary Health Care Team under the direction of the Assistant Practice Manager
in providing an administrative support service to the practice population.
The Practice Administration Assistant takes an
active role in providing administrative support services to the patients and
clinical team at the practice, including:
- The surgery premises are appropriately stewarded and
kept tidy.
- Administering of the appointments system.
- Enquiries from patients are efficiently and
courteously handled.
- The secretarial duties of the Practice, both paper
and computer-based, are undertaken efficiently and promptly.
- Effective communication with all Primary Healthcare
Team members.
- Holiday and sickness cover for absent colleagues.
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; 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
Job Summary
To work as part of the
Primary Health Care Team under the direction of the Assistant Practice Manager
in providing an administrative support service to the practice population.
The Practice Administration Assistant takes an
active role in providing administrative support services to the patients and
clinical team at the practice, including:
- The surgery premises are appropriately stewarded and
kept tidy.
- Administering of the appointments system.
- Enquiries from patients are efficiently and
courteously handled.
- The secretarial duties of the Practice, both paper
and computer-based, are undertaken efficiently and promptly.
- Effective communication with all Primary Healthcare
Team members.
- Holiday and sickness cover for absent colleagues.
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; 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
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.
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.
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.
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.
Person Specification
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.
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.
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.
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.
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.
