Administrator

Job description

Job responsibilities

The Administrators will work as part of the Practice team providing support to our busy teams to assist in the smooth running of the Practice, supporting patients in receiving the high-quality care provided by our clinical teams.

Job responsibilities

Being the initial point of contact for patients contacting the Practice, whether on the telephone, face to face or via online methods

Relaying messages to patients via a range of methods

Updating rotas and clinics on the clinical system

Franking outgoing post

Supporting the administrative responsibilities around vaccination campaigns

Scanning clinical letters and attaching them to the correct patient records

Processing new patient registrations

Booking appointments for a range of appointment types

Dealing with general enquires

Signposting patients to relevant services

Supporting patient recalls and appointments: blood tests and chronic disease clinics

Transfer and processing of medical records

Other relevant duties identified by the Management and partners

Confidentiality

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

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 confidential

Information relating to patients, carers, colleagues, healthcare workers or the business of the practice may only be divulged to authorised persons, in accordance with practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety

The post-holder will adhere to the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

Using personal security systems within the workplace according to practice guidelines

Awareness of national standards of infection control and cleanliness and regulatory / contractual / professional requirements, and good practice guidelines. Supporting adherence to IP&C within the Practice.

Responsible for the correct and safe management of the specimens process, including collection, labelling, handling, use of correct and clean containers, storage and transport arrangements

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across clinical and patient process.

Making effective use of training to update knowledge and skills.

Safe management of sharps procedures including training, use, storage and disposal

Using appropriate infection control procedures, maintaining work areas in a tidy, clean and sterile, and safe way, free from hazards. Initiation of remedial / corrective action where needed or escalation to responsible management.

Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised

Undertaking periodic infection control training

Equality and diversity

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

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

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

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:

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

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:

Alert other team members to issues of quality and risk.

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

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.

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

Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Person Specification

Qualities and attributes

Essential

• Excellent interpersonal and communication skills
• An understanding, acceptance and adherence to the need for strict confidentiality
• Smart, polite and confident
• Ability to use own judgement , resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priority
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative

Qualifications

Essential

• Good standard of general education including passes at GCSE or equivalent in English and maths

Desirable

• Any appropriate administrative qualifications

Experience

Essential

• Experience of working with the public

Desirable

• Experience of working in a GP Practice
• Experience of using Systmone
• Experience of Microsoft office software

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

Grimston Medical Centre

Address

Congham Road

Grimston

King's Lynn

Norfolk

PE32 1DW

Employer's website

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