Office Administrator

Job description

Job responsibilities

Receive, check and enter supplier invoices on the practice accounts software and spreadsheets.

Complete searches for the monthly claims, including Universal Offer and PPA.

Raise invoices for the monthly claims and submit for payment.

Maintain the sales invoice log and enter all invoices on the accounts software.

Maintain and reconcile the Petty Cash and Cash Receipts and enter the transactions on the accounts software and spreadsheets.

Receive cheque payments, record on the accounts software and prepare for banking.

Receive and file the drug stock sheets and prepare end of year drug stock count.

Receive, record and file the crem forms.

Prepare prescriptions for the monthly PPA claim and maintain the drug order lists.

Support staff with IT issues and liaise with SSHIS as necessary.

Maintain the IT asset register.

Act as Digital Champion for current and future transformation projects such as NHS App, digital ReSPECT Forms

Update the practice website and Facebook.

Update the waiting room screens.

Support the Practice Manager with the implementation of any new IT systems.

Extract the monthly Friends and Family data and submit the data to CQRS.

Update the practice leaflets and practice contact lists.

Support the practice manager with the Patient Participation Group, arranging meetings and taking the minutes.

Maintain the Premises and Equipment checks schedule and liaise with contractors to arrange site visits.

Meet and greet contractors when they attend site.

Scan and file all service reports and expired PGDs.

Source equipment/supplies not available through normal suppliers.

Maintain stock levels of refreshments, batteries, light bulbs etc.

Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager.

Person Specification

Qualities

Essential

• Excellent communication skills (written and oral)
• Ability to work as a team member and autonomously
• An awareness and understanding of the need for strict confidentiality
• Ability to work under pressure in a changing environment
• Flexibility of working hours
• Excellent work references
• Access to own transport with ability to travel across both sites

Qualifications

Essential

• GCSE level or equivalent

Desirable

• AAT level 1, equivalent or demonstrated experience

Experience

Essential

• Minimum 1 year experience in office administration/working with the public
• Intermediate knowledge of Excel

Desirable

• Experience of working in accounts
• Experience of working in healthcare setting
• Knowledge of EMIS & DOCMAN systems

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

Orchard Surgery

Address

Orchard Surgery

Knypersley Road

Stoke-on-trent

ST6 8HY

Employer's website

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