Administrator

Job description

Job responsibilities

Job Summary To provide administrative support and services to all members of the practice management team.

Post: 20 hours per week

Days: Tuesday, Thursday, and Friday

Job Responsibilities

Medical Records and Documentation

• Manage and maintain medical records.
• Work with the Medical Secretary to facilitate the production of insurance reports, medical reports, and subject access requests.
• Support the Practice Manager and Partners with patient online access requests using the IGPR system or equivalent.
• Ensure correspondence, reports, results, and other documents are filed accurately in patient records.
• Keep records and reports neat, tidy, and up to date, ensuring all necessary information is recorded correctly.
• Support data accuracy and reporting within the Practice.

Administrative Support

• Provide administrative support to the primary health care team, ensuring practice records remain accurate and current.
• Manage the following processes:
  • Two-Week Wait Cancer Referrals
  • General Referrals
  • Pathology results
  • Immunisation recalls
  • Summarising and coding incoming correspondence
  • Appointment scheduling and staff rota coordination
• Liaise with external providers to support patient care.
• Assist the Medical Secretary with billing for private work payable to the Practice.
• Prepare and record meeting minutes.
• Run reports and contact patients by phone, email, and digital messenger.
• Contribute to QOF, safeguarding, and other enhanced services.
• Carry out other administrative duties as required.

Confidentiality

Patients entrust us with sensitive health information in confidence, and staff have a duty to respect their privacy. In performing these duties, the post-holder may access confidential information relating to patients, carers, practice staff, and the business of the practice. Such information must always be treated as strictly confidential and only shared with authorised persons in line with practice policies and procedures.

Health and Safety

The post-holder will support and maintain their own and others health, safety, and security in line with practice policies, manuals, and infection control procedures. Responsibilities include:

• Using personal security systems within the workplace according to guidelines.
• Identifying risks in work activities and managing them appropriately.
• Keeping work areas clean, tidy, and free from hazards.
• Actively reporting health and safety or infection hazards immediately when recognised.
• Completing mandatory infection control training at least annually.
• Demonstrating 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 by:

• Acting in a way that recognises and respects peoples rights.
• Respecting privacy, dignity, needs, and beliefs.
• Behaving in a welcoming, non-judgemental manner that respects individual circumstances, feelings, priorities, and rights.

Personal and Professional Development

The post-holder will take responsibility for their own learning and performance, including:

• Participating in an annual individual performance review and maintaining records of development.
• Undertaking training programmes implemented by the practice.
• Demonstrating skills and activities to others undertaking similar work.

Quality

The post-holder will strive to maintain high standards of quality by:

• Alerting team members to issues of quality and risk.
• Taking accountability for their own performance and actions.
• Reflecting on activities to improve team effectiveness.
• Working with external agencies to meet patient needs.
• Effectively managing their own time, workload, and resources.

Communication

The post-holder will:

• Communicate effectively with colleagues, patients, and carers.
• Recognise when alternative communication methods are needed and respond appropriately.

Contribution to the Implementation of Services

The post-holder will:

• Apply practice policies, standards, and guidance.
• Discuss with colleagues how these affect their work.
• Participate in audits where appropriate.

Please note: This is not an exhaustive list of administrative duties.

Person Specification

Qualifications

Essential

• GCSE grade A to C English and Maths

Desirable

• Customer Service experience in any background
• Data management and reporting experience
• Understanding of issues dealing with vulnerable people

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

Friar Gate Surgery

Address

Agard Street

Derby

DE1 1DZ

Employer's website

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