Job summary
To
be responsible for undertaking a wide range of administrative duties and the
provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the
processing of information (electronic and hard copy) in a timely manner,
liaising with multidisciplinary team members and external agencies such as
secondary care and community service providers in accordance with current
policies, including the use of the electronic referral service (ERS).
Main duties of the job
- Typing letters, reports and associated
documentation as required
-
Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently
- Manage referral enquires in an effective
manner
-
Action all incoming emails into the generic
email account
-
Process referral letters as requested including
using electronic referral system (ERS)
-
Scanning of patient related documentation and
attaching scanned documents to patients healthcare records as requested
-
Input and code data on EMIS clinical system
-
Answer incoming phone calls regarding
referrals, transferring calls or dealing with the callers request appropriately
-
Maintain the general diary recall system
-
Manage all administrative queries as necessary
-
Maintain the electronic RIP register
-
Liaise with the Medical Examiner Southampton (MES)
and coroners office and produce coroner reports as necessary
-
Document workflow and data entry of clinical
correspondence into the patient electronic record
About us
The Shirley Health Partnership (SHP) was formed on 14
January 2017 from an amalgamation between The Grove Medical Practice and
Regents Park Surgery. Both practices were well-established GP Surgerys that
have operated in Shirley and Freemantle since 1970s. The Partnership has
a list size of 14,000 patients with 10 Doctors, 2 GP Specialist Trainees,
Medical students and supporting clinical and administrative staff with the West
Southampton Primary Care Network, Southampton Primary Care, Steps 2 Wellbeing and
Midwifery services co-located.
SHP provides a wide range of family health services,
including advice on health problems, vaccinations, examinations and treatment,
prescriptions for medicines, referrals to other health services and social
services.
A few benefits of working for us, sick pay, charity fun
days, free staff flu vaccination, free car parking, new spacious building and offices.
Job description
Job responsibilities
The
following are the core responsibilities of the admin assistant. There may be on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:a.
Typing
letters, reports and associated documentation as requiredb.
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficientlyc.
Manage
referral enquires in an effective mannerd.
Action
all incoming emails into the generic email accounte.
Process
referral letters as requested including using electronic referral system (ERS)f.
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records as requestedg.
Input
and code data on EMIS clinical systemh.
Answer
incoming phone calls regarding referrals, transferring calls or dealing with
the callers request appropriatelyi.
Maintain
the general diary recall systemj.
Manage
all administrative queries as necessaryk.
Maintain
the electronic RIP registerl.
Liaise
with the Medical Examiner Southampton (MES) and coroners office and produce
coroner reports as necessarym.
Document
workflow and data entry of clinical correspondence into the patient electronic
recordIn
addition to the primary responsibilities, the admin assistant may be requested
to:a.
Partake
in audit as directed by the administrative managerb.
Support
administrative staff, providing cover during staff absencesc.
Maintain
a clean, tidy, effective working area at all timesd.
Support
the administrative manager with general administrative tasks as requestede.
Carry
out system searches as requested
Job description
Job responsibilities
The
following are the core responsibilities of the admin assistant. There may be on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:a.
Typing
letters, reports and associated documentation as requiredb.
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficientlyc.
Manage
referral enquires in an effective mannerd.
Action
all incoming emails into the generic email accounte.
Process
referral letters as requested including using electronic referral system (ERS)f.
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records as requestedg.
Input
and code data on EMIS clinical systemh.
Answer
incoming phone calls regarding referrals, transferring calls or dealing with
the callers request appropriatelyi.
Maintain
the general diary recall systemj.
Manage
all administrative queries as necessaryk.
Maintain
the electronic RIP registerl.
Liaise
with the Medical Examiner Southampton (MES) and coroners office and produce
coroner reports as necessarym.
Document
workflow and data entry of clinical correspondence into the patient electronic
recordIn
addition to the primary responsibilities, the admin assistant may be requested
to:a.
Partake
in audit as directed by the administrative managerb.
Support
administrative staff, providing cover during staff absencesc.
Maintain
a clean, tidy, effective working area at all timesd.
Support
the administrative manager with general administrative tasks as requestede.
Carry
out system searches as requested
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE grade A to C in English and Maths
- NVQ level 2 in Health and Social Care
Experience
Essential
- Experience working with the general public
- Experience of dealing with vulnerable people
Desirable
- Experience of administrative duties
- Experience of working in a GP practice or health care setting
Skills and personal qualities
Essential
- Excellent interpersonal and communication skills
- Strong IT skills
- Effective time management (Planning and organising)
- Ability to work as a member of a team
- Ability to follow policy and procedure
- Polite and confident
- Motivated, forward thinker
- Sensitive and empathetic in distressing situations
- Ability to wrok under pressure
Desirable
- EMIS user skills (GP clincial system)
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE grade A to C in English and Maths
- NVQ level 2 in Health and Social Care
Experience
Essential
- Experience working with the general public
- Experience of dealing with vulnerable people
Desirable
- Experience of administrative duties
- Experience of working in a GP practice or health care setting
Skills and personal qualities
Essential
- Excellent interpersonal and communication skills
- Strong IT skills
- Effective time management (Planning and organising)
- Ability to work as a member of a team
- Ability to follow policy and procedure
- Polite and confident
- Motivated, forward thinker
- Sensitive and empathetic in distressing situations
- Ability to wrok under pressure
Desirable
- EMIS user skills (GP clincial system)
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.
