Practice Administrator

Job description

Job responsibilities

To ensure the smooth running of the reception desk, appointments, visits and messages.

It is essential that all members of staff are prepared to take on additional duties and relinquish existing ones in order to maintain efficient running and development of the practice. The partners reserve the right to redistribute duties and functions amongst members of staff as necessary.

All members of staff are expected to work as part of a team, and it is therefore essential that they are able to cover each others jobs and responsibilities especially during periods of leave and sickness.

It is essential that staff deal courteously and considerately with patients and always maintain complete confidentiality, both at work and outside working hours.

Receiving patients

Greeting and receiving patients who arrive for appointments and making sure that they see the correct doctor at the correct time. Dealing courteously with patients queries and requests.

Making Appointments

Making appointments for patients with the doctors, nurses and all other primary care staff.

Answering the Telephone

Making appointments, helping patients and taking messages.

Communication

Ensuring that accurate messages are recorded and delivered to the correct person. Attending practice meetings.

Workflow and Tasks

Using SystmOne, deal with workflow and tasks on a daily basis.

Filing

Filing patient records and retrieving the records when necessary.

Home Visits

Recording requests for home visits, ensuring that all requests are passed to the relevant doctor.

Tagging

Sort historical paper records for new patients into date order ready for summarising onto the computer.

Morning Post

Mark up and distribute post ready for Scanning.

Scanning/Data Entry

Scan letters into patient records and enter relevant data onto the computer system.

Practice Statistics

Collecting and recording practice statistics for audit purposes.

New Technology

It is essential that all members of staff undertake relevant training as requested.

Additional Duties

To carry out general clerical duties, including filing, photocopying, laminating and the use of other equipment as required.

Perform any other appropriate duties as may be delegated from time to time by the Practice Manager or Deputy Practice Manager.

Health and Safety

Assisting with regular safety checks and reporting any problems.

Security

Opening and securing the practice premises and keeping them tidy.

Staff Appraisal

A staff appraisal procedure is in operation at the surgery and all staff are required to participate annually.

Staff Training

It is essential that all members of staff attend training courses or undertake relevant training as requested.

Person Specification

Qualifications

Essential

• GCSE or Equivalent Grade C or above in English

Desirable

• GCSE or Equivalent Grade C or above in Maths
• RSA II Word Processing or Equivalent
• ECDL or NVQ Qualification in administration

Experience

Essential

• Previous office experience
• Previous experience working with public
• Excellent communication skills (Written and Oral)
• Prioritise Workload
• Able to deal with difficult situations/people
• Organisational skills
• Problem solving skills

Desirable

• Previous reception experience
• General Practice experience

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

Whittington Moor Surgery

Address

Whittington Moor Surgery

Scarsdale Road

Chesterfield

Derbyshire

S41 8NA

Employer's website

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