Administrator

Job description

Job responsibilities

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Duties and Responsibilities of the Post:

The following are the core responsibilities of the Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

typing letters, reports and associated documentation as required

Read code data on Emis

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

Manage all enquires in an effective manner

Maintain an accurate referrals database

Process calling letters as requested

Scanning of patient related documentation and attaching scanned documents to patients healthcare records

Input data into the patients healthcare records as necessary

Process referrals using the electronic referral system (ERS)

Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

Summarise patient records

Ensure discharge and A&E reports are actioned

Manage all administrative queries as necessary

Carry out system searches as requested

Maintain a clean, tidy, effective working area at all times

Support all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Administrator may be requested to:

Partake in audit as directed by the audit lead

Produce meeting agendas and record the minutes of meetings

Complete opening and closing procedures in accordance with the duty rota

Monitor progress of two week cancer referrals

Deputise for Patient Service Advisors and the Medical Secretary should the need arise

Person Specification

Experience

Essential

• Emis or similar systems
• IT skill computer skills and excel

Desirable

• Experience of administrative duties and secretarial duties

Skills, Qualities and other requirements

Essential

• Excellent communication skills (written and verbal)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexible and cooperative
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE English (C or above) or equivalent

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

The Village Practice

Address

Church Road

Thornton-cleveleys

Lancashire

FY5 2TZ

Employer's website

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