Administrator

Job description

Job responsibilities

Administration/Secretarial:

Provide support to the GPs, Practice Manager and Nursing Team across a wide range of administrative and secretarial tasks including:

• Child Immunisation Programme - to ensure the Child Immunisation Call and Recall programme is kept up to date including accurate patient computer data entry, timely call and recall per practice protocol and in liaison with the Nursing Team and Practice Manager

• Cervical Cytology Programme - to ensure the Cervical Cytology Call and Recall programme is kept up to date including accurate patient computer data entry, timely call and recall per practice protocol in liaison with the Nursing Team and Practice Manager

• Flu Campaign - to ensure the seasonal Flu Call and Recall programme is followed per practice protocol and in liaison with the Nurse Manager

• Prescription Pricing Authority - to be responsible for the timely reconciliation and submission of prescriptions to the PPA for personally administered drugs

• Prescription Log - to be responsible for keeping an up to date prescription log and order supplies as appropriate

• Fridge Temperature checks - to be responsible for daily checking of fridge temperatures, upkeep of fridge temperature log and report to member of nursing team if temperatures outside normal range in liaison with the admin team

• To keep the Deaths Board up to date and computer entry of patient deaths on notification

• Annual check of equipment for the practice inventory (Asset Register) in liaison with the Practice Manager

• To log and bank private income received in the practice at timely intervals

• Insurance and Medical Reports - to provide support for the Grade 2 Administrators, in logging all requests for Insurance and Medical Reports received in the practice, passing to the appropriate GP for action. To photocopy and log all completed reports prior to posting and accurate entry of payments received. To chase any outstanding reports with the relevant GP for completion and log payments on the Accounts software Fees Register

• Stationery - to provide support for the Grade 2 Administrators, in ensuring that adequate stocks of stationery and consumable items used in the practice are maintained and to raise an order when appropriate (including an up to date log of all printer toner and drum units and responsibility for photo copier machine toner units)

Information Technology:

• Data Input - Scanning and Coding of all clinical and other correspondence received in the practice, including dealing with any actions marked on the correspondence by a clinician following practice protocol

• Patient Registration - to be responsible for the electronic receipt (GP2GP) of new patients to the practice list and deductions for patients leaving the practice list including receipt and return of manual patient records per practice protocol and liaison with Primary care Support England (PCSE) where necessary. To oversee the filing of New Patient Registration and Temporary Resident forms completed by administration staff, liaising with PCSE where necessary to resolve any registration queries.

• To be responsible for assigned areas of Disease Management / Enhanced Services Call and Recall systems through relevant computer searches and reports

• Submission of Enhanced Service Claims - claims to be generated at the end of each reporting period and submitted to the appropriate department (e.g. Rotherham Place/NHS England) as appropriate either manually or via CQRS/Ardens.

• QOF - to work with the Care Coordinator to undertake searches and reports of the database in relation to QOF and carry out any necessary actions on a timely basis in liaison with the Nurse Manager

• Clinical Appointments System - to be responsible for the management of the rota templates including ad hoc changes as necessary (e.g. for holiday and sickness cover) following the practice guidelines

• To deal with tasks assigned to the Administrators on SystmOne on a timely basis (e.g pathology results; Summary Care Record work, ad hoc tasks)

• RA Sponsor to be responsible for dealing with smartcard queries, RA Sponsor forms, in liaison with the Rotherham Foundation Trust (TRFT)

• To communicate with patients via a text messaging service as appropriate for giving and receiving of patient information

• To be the first port of call for all IT queries within the practice team, including liaising with the TRFT IT Support Team, SystmOne helpline and Practice Manager where necessary.

Other Relevant Duties:

• Medical Students - To follow the practice guidelines with regard to the appointment, induction and planning of rotas for medical students in the practice liaising with relevant clinical and admin staff
• To provide support / cover for the Health Care Assistants in the practice based Teledermatology referral service using equipment provided

• To provide reception cover when required to meet the needs of the practice

• To provide cover for holidays and sickness as required for other members of the practice team (relevant to grade)

• To take part in annual appraisal and Personal Development Review (PDR)

• To ensure regular involvement in ongoing training and personal development relative to the role and mandatory In-House Training events.

• To undertake any other duties as may be determined from time to time which are commensurate with the role and grade.

Other Information:

• To ensure that all duties are performed accurately and efficiently, with particular attention to detail

• To be able to multi-task and maintain a professional/sensitive approach in a busy office environment

• To ensure effective lines of communication at all times, both verbally and written

• To regularly access the practice email system and use as an effective and preferred means of communication as appropriate

• To comply with the practice security guidelines / health and safety / fire regulations including roll call register

• All duties are to be undertaken with a firm commitment to patient confidentiality, the Data Protection Act and in accordance with the relevant policies and protocols of the practice

This job description is not intended to contain a complete list of duties but has within it the main duties attached to the post. If appropriate, the job description may be amended at a future date in consultation with the Post Holder, to take into account any changing work patterns that are likely to be of a permanent nature.

Person Specification

Qualifications

Essential

• Education to Secondary School Level

Desirable

• Computer or Typing Qualification

Experience

Desirable

• Experience of working in GP Practice
• Experience of using SystmOne clinical software

Skills and Knowledge

Essential

• Computer literacy and keyboard/typing skills, including Data Input
• Good communication skills, both written and verbal
• Prioritisation and organizational skills
• Able to work as part of a team and on own initiative
• Can work to deadlines

Desirable

• Good multi-tasking skills

Other

Essential

• Maintains a flexible approach to work and the ability to adapt in a changing environment
• Demonstrate motivation and enthusiasm
• Reliability

Desirable

• Will demonstrate commitment

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

Manor Field Surgery

Address

Maltby Services Centre

Braithwell Road, Maltby

Rotherham

S66 8JE

Employer's website

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