Office Administrator

Job description

Job responsibilities

• Triage incoming correspondence, determine which letters/documents are urgent and which need to be viewed by a clinician.
• To code certain documents as needed such as blood pressures and mammograms.
• To effectively triage and process incoming emails and respond when appropriate.
• To support the team leader with recall systems such as NHS Health Checks as required.
• To carry out administrative related tasks as delegated by the doctors and team leader.

General Responsibilities:

• Triage and management of incoming correspondence both electronic and hard copy, including the practice emails
• Follow practice protocols to ensure consistent and high-quality care is provided to our patients
• Carry out administrative tasks relating to patient records
• Contact patients and speak to them about appointments where needed

Document Management:

• Identify relevant clinical information contained in patient correspondence
• Accurately code or free text the clinical information on to the patient record where required
• Deal with queries relating to documents and scanning

The post-holder is expected to:

• Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies
• Attend mandatory training as identified by the practice
• Highlight potential development areas
• The post-holder must maintain the confidentiality of information about patients staff and practice business in accordance with the Data Protection Act 1998 and Caldicott principles.
• Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.
• All members of staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken.
• All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children.
• All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children.
• The practice has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination.

Knowledge and Experience:

• To have excellent customer service skills and work well under pressure.
• Excellent verbal communication skills.
• To have well developed key board skills and confident in using the IT resource.
• Willingness to learn and disseminate new knowledge and skills to others.
• Good personal organisation and ability to work and an individual or as part of a team.
• To be polite, professional, and approachable at all times when within the business.
• To understand, accept and adhere to the strict rules of confidentiality.
• To have a basic level of Microsoft office.

Communication:

• Communicate clearly with patients/carers and relatives about their presenting condition and subsequent appointment with a clinician.
• Demonstrate excellent interpersonal, verbal and written communication skills.
• Work collaboratively with all colleagues and outside agencies.
• Awareness of data protection issues.

Person Specification

Experience

Essential

• Knowledge & Experience:
• Experience dealing with customers / the general public.
• Experience of dealing with general office administrative duties such as filing.
• Skills:
• Data input skills
• Good communication skills
• Ability to work independently and as part of a team
• Ability to organise own workload
• Attention to detail
• Additional Requirements
• DBS Certification
• Legal Right to work in the UK
• Smart and professional appearance
• A flexible and adaptable approach to maintain the consistent delivery of high-quality services.

Desirable

• Previous experience working in a medical administrative role.

Employer details

Employer name

Market Harborough & Bosworth Partnership

Address

67 Coventry Road

Market Harborough

Leicestershire

LE16 9BX

Employer's website

https://www.mh-bp.co.uk/ (Opens in a new tab)