GP Administrator

Job description

Job responsibilities

• Answering of telephone
• Receiving patients in reception area
• Making appointments with and directing patients to, the most appropriate healthcare professional
• Filing and retrieval of medical records (electronic and manual)
• Receiving in-coming telephone calls, including emergency requests demanding decision
• Message handling
• Processing of repeat prescription requests and maintenance of clerical aspects of repeat prescribing service
• Manage ambulance booking requests
• Record statistical information for audit
• Operation of clinical computer system
• Scan/file documentation into electronic medical records
• Liaising with doctors, hospital trusts ambulance personnel and community healthcare professionals where necessary
• Summarising patient records
• Support the clinical and management team with administrative tasks
• Updating of patient records electronically as necessary with updates are received
• Keep patients up to date with record updates

• Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team

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

• Monitor and maintain the reception area notice boards

• Support admin staff, providing cover during staff absences

• Complete opening and closure procedures in accordance with the duty rota

  Confidentiality:

  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 generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

  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, 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 and revalidation.

  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

  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

  These duties may be changed from time to time, dependent on the needs of the practice, if appropriate, training and instruction will be given.

• 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

Person Specification

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting

Knowledge and Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook

Desirable

• SystmOne user skills

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics and English (C or above)
• AMSPAR Receptionist Qualification
• NVQ Level 2 in Health and Social Care

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

Consett Medical Centre

Address

Station Yard

Consett

County Durham

DH8 5YA

Employer's website

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