Office Administrator

Job description

Job responsibilities

Job summary:

The Office Administrator is responsible for administrative support within the secretarial and workflow administration teams. This will involve general secretarial support, scanning clinical letters and relevant correspondence onto patient records and coding documents in line with the workflow template and protocols.

Job responsibilities:

• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• To maintain the referrals systems in place, ensuring that all patient referrals are managed appropriately and in a timely manner including chasing unacknowledged referrals from other providers.
• To support patients who have queries with their hospital referrals where the hospital is not able to help them directly.
• To make appointments, booking and admissions as required, including any related correspondence.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist the GPs in the completion of medical and insurance reports, creating invoices from the fee items list in the accountancy system as required.
• Scanning clinical letters and relevant correspondence onto patient's records.
• Use the document workflow protocols and template to appropriately read-code incoming documents onto the patient's record, complete with any necessary actions for the letter including passing on to clinicians or others within the practice as appropriate.
• Participating in document management audits as needed by the practice.
• Provide cover for other members of the administration team during periods of sickness and annual leave.
• Receive incoming and initiate outgoing telephone calls and emails to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Maintain the computer clinic system in an accurate and secure manner.
• Assist with the gathering of statistics and information when required.
• Maintain a pending post/referral system as appropriate and record all outgoing post using the practice log.
• Dispatch post for the practice, including any parcels, packages or letters requiring a need to be taken to the Post Office.
• Attend and participate in any practice meetings when required. These may be on days you do not normally work, however you are expected to attend and will be paid overtime.
• Assist patients with access to their online medical records.
• Provide other administrative support to the management team.
• Liaise and arrange meetings (to include the booking of rooms) and to attend meetings and take minutes as requested.
• Other duties as requested

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 strictly confidential
• 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 & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training as per mandatory training requirements
• Responsible for correct hand hygiene of self
• Waste management, including collection, handling, segregation, container management, storage and collection
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

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

• Acting in a way that recognises 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 that 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, with 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
• Complete all required elements of mandatory training in line with practice policy and in a timely manner.

Quality:

The post-holder will strive to maintain high 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

Communication:

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

• Communicate effectively with other team members in line with the practice communication methods and policy.
• Communicate effectively with patients and carers in line with the practice communication methods/policy.
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Experience

Essential

• Excellent computer and clerical skills
• Dealing with members of the public both in person and on the telephone

Desirable

• Previous experience in a medical setting
• Use of the SystmOne system

Qualifications

Essential

• GCSE grades A to C in English and Maths or equivalent

Desirable

• A levels
• RSA 3 or equivalent - word processing and/or typing
• Certificate in Medical Terminology

Training

Essential

• Willingness to undertake development and training where necessary

Desirable

• Evidence of training in a secretarial/administration role

Specialist Knowledge/Skills

Essential

• Understanding the need for professional confidentiality.
• Ability to establish and maintain effective relationships.
• Effective communication skills, both verbal and written

Personal Attributes

Essential

• Good communication and interpersonal skills
• Flexible and collaborative approach
• Responsive to, and an ability to work in, a changing and demanding environment
• Commitment to own professional development

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 Grove Medical Centre

Address

Wootton Grove

Sherborne

Dorset

DT9 4DL

Employer's website

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