Data Administrator - Newport Health Centre

Job description

Job responsibilities

Main duties and key responsibilities

Your work will be varied, and the main duties will be:

• Processing clinical letters with the use of clinical codes, both urgent and non-urgent. For example, hospital letters, patient letters, medical results need to be inputted into patient records.

• Processing clinical letters through a scanner, ensuring all patient information is correct and entered into the patients record within an efficient time frame.

• Ensuring all tasks are kept up to date in a timely manner.

• Providing support to the team as needed, such as scanning correspondence and holiday cover

Full training and support will be provided. This Job Description is not exhaustive and may change as the post develops.

1. Communication and Relationships

• Provide and receive confidential and complex information from a range of sources and escalating as required.

• To identify and use the most effective means of communication, appropriate to the situation and individuals involved.

• To manage own behaviour in a positive manner to maintain effective working relationships

• To always behave professionally and uphold the reputation of the Practice

• To observe complete confidentiality of all information including awareness and adherence to the legal requirements of the Data Protection Act.

1. Analysis and Judgement

• To ensure you are competent and appropriately trained to carry out any delegated responsibility you accept.

• To maintain a clean and safe environment for patients, visitors and staff reporting building or equipment faults

• Recognise and inform managers of any matters requiring their immediate attention or expedite and progress issues with appropriate lead, as and when necessary, to ensure that deadlines are met.

1. Planning and Organising

• Produce correspondence, documents, papers as requested and prioritise this workload appropriately to respond to frequently unpredictable work patterns.

• Expectation to be flexible in undertaking any other duties as deemed appropriate to the role and as directed by the management team

1. Patient and Client Care

• Rare contact with patients, assisting where needed and appropriate.

1. Service and Policy Development

• To be aware of relevant Practice related policies/procedures relevant to the post.

1. People Management and Development

• Take personal responsibility to ensure any mandatory training is undertaken.

• Provide cover for colleagues during breaks, holidays, sickness, and training.

• Be willing to undertake additional training and development as identified at annual appraisal.

1. Information System use and management

• Use relevant IT systems to support role including SystmOne, Team Net, Word, Excel, Access, and other systems where necessary.

1. Freedom to Act and Autonomy

• Expected to work on own initiative regarding own allocated work.

• The post holder will be required to manage own workload and will be required to adjust priorities as required to meet continually changing service needs.

• Work is discussed in regular supervision sessions and the post holder is responsible for deciding which issues need to be referred to Line manager.

• To ensure that relationships and own behaviour is managed in line with the practice policies

• To always work with due regard for personal safety, adhering to Health & Safety requirements of the service.

1. Equality, Diversity & Inclusion (ED&I)

• A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

• Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

• Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

1. Safety, Health, Environment and Fire (SHEF)

• This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

1. Confidentiality

• This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

1. Quality & Continuous Improvement (CI)

• To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

• This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

1. Learning and Development

• The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

1. Collaborative Working

• All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

1. Service Delivery

• Staff at Newport Health Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

1. Security

• The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Person Specification

Experience

Desirable

• Experience of working with the general public
• Experience of working in a health care or business setting
• Working knowledge of microsoft IT systems

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

Qualifications

Essential

• Maths and English GCSE or equivalent

Skills

Essential

• Good interpersonal skills with the ability to communicate effectively with a diverse range of people.
• Strong IT skills
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Excellent attention to detail

Other requirements

Essential

• Disclosure Barring Service (DBS) check
• Willingness to travel to other sites
• Flexibility to work outside of core office hours
• Maintains confidentiality at all times

Desirable

• Full UK driving licence

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

Newport Health Centre

Address

22 Carisbrooke High Street

Newport

Isle of Wight

PO30 1NR

Employer's website

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