Administration Assistant

Job description

Job responsibilities

The following are the core responsibilities of the Administration 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. Process incoming and outgoing mail

b. File and store records as required

c. Photocopy documentation as required

d. Process changes to patient registration, deduction of record and new patient registration

e. Input data into the patients healthcare records as necessary

f. Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately

g. Welcome patients and visitors to the organisation, directing requests appropriately

h. Support the implementation and effective working of Welby Innovate within the practice

i. Manage requests for non NHS work as necessary

j. Always maintain a clean, tidy, effective working area

k. Support all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Administration Assistant may be requested to:

a. Partake in audit as directed by the audit lead

b. Support reception staff, providing cover during staff absences

c. Book appointments

d. Complete opening and closing procedures in accordance with the duty rota

e. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels

The duties and responsibilities listed in this job description are not intended to be exhaustive. The post holder may be required to undertake other duties which are broadly in line with the key responsibilities of the role, as reasonably requested by management. These duties may vary in response to the evolving needs of the practice. Any significant or permanent changes will be discussed and agreed in line with the organisations HR policies and procedures.

Person Specification

Qualifications

Essential

• GCSE Mathematics & English (C or above) or equivalent

Desirable

• NVQ Level 2/3 in Business Administration

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties

Desirable

• Experience of working in a healthcare setting

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policies and procedures

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
• Willingness to work flexible hours when required to meet work demands
• Disclosure Barring Service (DBS) check

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

St Peter’s Hill Surgery

Address

15 St. Peters Hill

Grantham

Lincolnshire

NG31 6QA

Employer's website

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