Administrator/Secretary

Job description

Job responsibilities

The Administrator is responsible for providing comprehensive secretarial and administrative support to the practice team. The role involves undertaking a wide range of administrative duties to support the efficient running of the practice, including the accurate and timely processing of information in both electronic and hard-copy formats. The post holder will liaise with internal practice staff and external organisations such as secondary care and community service providers, working in line with practice policies, procedures, and national requirements, including the use of the Electronic Referral Service (eRS).

The following duties represent the core responsibilities of the role. The post holder may be required to undertake additional tasks depending on workload and staffing levels.

• Maintain a thorough knowledge of practice procedures

• Work in accordance with written standard operating procedures (SOPs) and protocols

• Use the practice clinical system (Systmone) and national systems, including eRS

• Scan, download, and process documents accurately and efficiently

• Manage document workflows, including coding and actions as per protocols

• Process referrals, referral letters, and associated documentation

• Process clinical correspondence in line with agreed procedures

• Input data into patient healthcare records where required

• Summarise patient medical records

• Process medical letters and forms for patients and third parties, including invoicing

• Manage requests for information including SARs, insurance reports, solicitors letters, and DVLA forms

• Process requests for copy medical records and associated invoices

• Carry out system searches as requested

• Manage and respond to administrative queries

• Photocopy and prepare documentation as required

• Apply and adhere to practice policies, standards, and guidelines

• Support clinicians and clinical staff with general administrative tasks

• Participate in audits as directed by the audit lead

• Produce meeting agendas and accurately record meeting minutes when required

• Provide reception cover during staff absences when required

• Book patient appointments

• Complete opening and closing procedures in line with the duty rota

• Ensure building security procedures are followed at all times

• Remain vigilant and report any concerns regarding patients, visitors, or security

• Fulfil fire warden duties as required

• Maintain a clean, tidy, and effective working environment

• Undertake reasonable ad hoc or ongoing tasks, duties, and projects as agreed with the management team

All staff employed by Jubilee Park Medical Partnership are expected to comply with the following:

The practice is committed to promoting equality, diversity, and inclusion. Staff must treat patients, colleagues, and visitors with dignity and respect and must not discriminate on any grounds. Staff are expected to uphold these values in all aspects of their work.

Staff have a responsibility to take reasonable care for their own health and safety and that of others. All statutory health and safety legislation and practice policies must be adhered to at all times.

All staff must maintain strict confidentiality regarding patient information and practice business, in line with legal and regulatory requirements.

Staff are encouraged to contribute to continuous improvement by reviewing processes, sharing good practice, and making suggestions to improve service delivery and patient care.

All staff must complete the practice induction programme and mandatory training. Ongoing learning and development is encouraged, subject to approval, to support role effectiveness and career progression.

Effective teamwork and communication are essential. Staff must work collaboratively within multidisciplinary teams and share information appropriately.

This post operates across the full shift pattern for the care coordination team and across all Jubilee Park Medical Partnership sites.

All staff are responsible for maintaining practice security, safeguarding access codes, and reporting any suspicious activity immediately.

Staff must adhere to the practice Uniform, Dress and Appearance Policy and conduct themselves professionally at all times.

Line managers will ensure staff are supported to take their full leave entitlement.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• NVQ Level 2 in Administration

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of computers including MS Office
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Good communication skills (written and verbal)
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• Systmone user skills

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties

Desirable

• Experience of working in a health care setting as an administrator

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.

Employer details

Employer name

Park House Medical Centre

Address

61 Burton Road

Carlton

Nottingham

NG4 3DQ

Employer's website

https://www.thejubileepractice.co.uk/ (Opens in a new tab)