Part-Time Secretarial/ Administrator & Research Assistant

Job description

Job responsibilities

The following are the core responsibilities. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

General administration, IT, and secretarial cover-

Competent in using EMIS WEB, PRISM and other computer software systems.

Assist staff with IT issues and report outstanding IT issues to lead Administrator and/ or LHIS help desk.

Refer patients to the appropriate service using the PRISM referral system and secretarial referral directory keeping an accurate record in the medical record.

Have a good understanding of and adhere to GDPR regulations the data protection act.

Provide Ad-hoc cover for the administration team. Adhere to administration protocols to ensure correct processing of patient data and documents. (inc. document management, scanning, attaching, and coding protocols)

Perform all administration duties to a consistently high standard. Ensure high quality scanning and accurate attachment of documents to the patient medical record; check a minimum of three identifying factors when attaching (e.g., DOB, NHS number, name, address etc.,)

Record housebound patients on the housebound list. Share the list equally amongst the GPs and notify them of newly added patients.

Notify housebound patient in advance of their visit date to ensure 3rd parties can be present as needed.

Record the arrival of medical records and summarise the patient problems in accordance with the summarising protocol.

Support the administration lead with other general administrative task e.g., sending pre-diabetes and data searches which relate to care quality and practice funding.

Oversee admin based DOAC searches and recall monitoring in preparation for medication reviews with the pharmacist.

Twice weekly prescription (known as PPA) administrative duties, ensuring all green prescriptions are added to the spreadsheet and efficient stock take is completed.

Attend relevant training to perform population reports and invite patients in accordance with the current integrated recall system.

Research Assistant-

Provide administrative support and audit programmes to evaluate and improve the effectiveness of research programmes: This includes:

Undertake initial care coordinator and research assistant training.

Apply these principles taking into account local priorities, health inequalities and/or population health management risk stratification. Work with, and understand the roles of, a variety of different people working in the practice and across the Primary Care Network (including Doctors, Nurses, Healthcare Assistants, Social Prescribing Link Workers, Physiotherapists, Physician Associates, Paramedics, Health and Wellbeing Coaches, Podiatrists, Occupational Therapists and Pharmacy Technicians).

Provide administrative support and audit programmes to evaluate and improve the effectiveness of research programmes. This includes:

Invite patients to join research studies.

Active recruiting and maintaining a point of contact spreadsheet.

co-ordinating appointments

managing site files etc.

communicating progress to the research leads.

Use population health intelligence to proactively identify and work with a cohort of patients in relation to current and ongoing research projects.

Understand how to use the practice clinical systems to perform research related searches and extract and manipulate this data.

Participate in clinical audits and research projects and implement changes as required, including the development, and updating of practice protocols, guidelines and procedures locally; be aware of CQC (Care Quality Commissioner) standards when developing or amending relevant policies.

Undertake relevant training and develop the research administrator role.

Contribute to and embrace the spectrum of clinical governance.

Use clinical guidelines and promote evidence-based practice and partake in clinical audits, significant event reviews and other research and analysis tasks.

In addition to the primary responsibilities-

Add missing EMIS read codes on to patients records under supervision of the Lead Administrator.

Support the delivery of QOF (Quality Outcomes Framework), incentive schemes, QIPP (Quality Innovation Productivity and Prevention) and other quality or cost effectiveness initiatives.

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

Attend a formal appraisal every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.

Complete mandatory training

as instructed by the Education Manager

Communicate with the wider practice team as required to ensure quality care for patient across the services.

To assist in establishing, developing, and maintaining protocols.

Any other reasonable duties delegated by the admin lead and Business/ Practice Manager.

Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.

Duties may vary from time to time without changing the general character of the post or the level of responsibility.

Generic Responsibilities- Full job description available on request

Person Specification

Experience

Essential

• Experience with EMIS clinical system, an understanding of NHS referral processes and ability to work independently and as part of a team

Desirable

• Experience of working in NHS

Qualifications

Essential

• Excellent English language skills, both written and verbal
• Strong attention to detail and accuracy
• Good IT skills, including Microsoft Office

Desirable

• NVQ 3 in administration

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

Pinfold Medical Practice

Address

Pinfold Gate

Loughborough

Leicestershire

LE11 1DQ

Employer's website

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