Administrator

Job description

Job responsibilities

Job Summary

The practice is looking to expand our administrative team to provide support for our ever growing practice patient list. The applicant will be key in delivering a high standard of care to our patients by working across the whole of the administration department. The role will be to predominately support our prescription team, coders and care co-ordinator.

Main Duties/Key Tasks

a. Issue repeat medication from patient requests

b. Load/amend medication from clinic letters

c. Ensure patient monitoring is up to date and recall patients appropriately

d. Run prescribing audits and liaise with the clinical team

e. Read code information from clinical correspondence onto the patients medical records.

f. Reviewing medical records and producing an accurate summary of the patients medical history.

g. Read Code the information into the practice clinical system.

h. Monitoring patient call and recall systems.

i. Filing and retrieving paperwork.

j. Scanning of letters and relevant correspondence into patients notes.

k. Summarisation of patients notes when requested.

l. To ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and manager.

m. Recall patients for month of birth long term condition reviews

n. Arrange, attend and minute safeguarding & palliative care meetings

o. Maintain a list of adults and children of safeguarding concern

p. Action information requests for safeguarding patients.

q. Pro-actively initiate data quality improvement projects.

r. Set up and run clinical searches.

s. Ensure security of data at all times.

Competencies

a. Sound knowledge of Windows and MS Office (Excel & Word)

b. Awareness of data security requirements.

c. IT literate (CLAIT or equivalent qualification).

d. Good verbal and written communication skills.

e. Problem solving skills.

f. Flexible approach, team player, good sense of humour.

Confidentiality

a. 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.

b. 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.

c. 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 and Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health and Safety Policy, to include:

a. Using personal security systems within the workplace according to practice guidelines.

b. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

c. Making effective use of training to update knowledge and skills.

d. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

e. Reporting potential risks identified.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

a. Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

b. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

c. 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:

a. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

b. 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:

a. Alert other team members to issues of quality and risk.

b. Assess own performance and take accountability for own actions, either directly or under supervision.

c. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

d. Work effectively with individuals in other agencies to meet patients needs.

e. 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:

a. Communicate effectively with other team members.

b. Communicate effectively with patients and carers.

c. Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

The post-holder will:

a. Apply practice policies, standards and guidance.

b. Discuss with other members of the team how the policies, standards and guidelines will affect own work.

c. Participate in audit where appropriate.

Person Specification

Personal Attributes

Essential

• Commitment to the practice team.
• Must have flexible approach to working.
• Conscientious
• Neat and tidy in appearance.

Communication

Essential

• Ability to communicate effectively either verbally or in writing to patients and staff at a range of levels.
• Ability to deal directly with patients and relatives who may be upset or anxious.
• Must adhere to practice Confidentiality Policy.

Qualifications

Essential

• 4 GCSE Grade C /GCE/NVQ or equivalent Maths and English essential

Desirable

• Certificate in General Practice Reception (AMSPAR).
• Medical Terminology.

Experience

Essential

• Experience of working in Reception, Administration or Customer Care environment

Desirable

• Previous experience of working in the NHS, GP Practice or similar healthcare setting.

Skills

Essential

• Keyboard skills.
• Ability to prioritise own workload.
• Attention to detail and ability to carry out work in a timely and accurate manner.
• Demonstrate ability to work as part of a large team.

Desirable

• Experience SystmOne or similar Clinical System.

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

Hicks Group practice

Address

75 Ermine Street

Huntingdon

Cambridgeshire

PE29 3EZ

Employer's website

https://www.charleshicksmedicalcentre.nhs.uk/ (Opens in a new tab)