Job responsibilities
Job Title:Administrator
Responsible to:Practice Manager
Job Summary:
To provide all administrative duties required to support to the Doctors, Practice Manager and Health Professionals
Job Responsibilities:
Experience of using clinical systems such as Emis Web
Type all letters and medical referrals via lexacom or sent via tasks, using the appropriate proforma
Type all letters and medical referrals promptly, prioritising those marked as urgent
Process referrals via e-referrals systems and local pathways
Email correspondence to relevant bodies as and when required
Any other typing tasks that may be required by the Management team
Any other Secretarial or associated administrative work as required by the practice, or partners.
Monitor and action required in-boxes:
*EMIS Task
*Docman Workflow
*Email
*EMIS Workflow (lab links, registration links, Out of Hours etc.)
*Ensure daily, weekly, monthly and ad hoc administrative duties are completed in a timely manner (this list is not exhaustive):
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy. It is the responsibility of the post holder to take reasonable care not to endanger themselves or anybody else by any action or omission as stated by the Health and Safety at work act 1974, to include:
Using personal security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will be expected to take part in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking a proactive approach toward their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Practice, to include the following skills:
Proficient in and experienced in digital dictation / audio typing and working in a busy office environment.
Ability to prioritise workload in a methodical and logical manner
Proficient IT Skills All Microsoft Office applications, particularly Excel and Word.
Communication skills - ability to deal with people at all levels both face to face and on the phone, raising issues or concerns to the appropriate clinical staff.
Organisational skills, ability to prioritise workload and complete all tasks in a timely manner.
Work unsupervised and autonomously. Resourceful, able to use initiative and make decisions.
Ability to cross cover when required, flexible and adaptable and can undertake other peoples work in their absence.
Ability to work well under pressure.
Confidentiality, being aware of the sensitive and confidential nature of the information.
Team player - ability to work as part of a small team
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Meetings & Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Attend and participate in team meetings.
Maintain effective liaison with other agencies and staff concerned with patient care and with all other disciplines within the practice, with appropriate regard to confidentiality.
Contribution to the Implementation of Services:
The post-holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and task of the post holder. The specific objectives of the post holder will be subject to review as part of the individual review process
Special Requirements of the Post:
An understanding, acceptance and adherence to the need for strict confidentiality.
Ability to use own judgment, resourcefulness and common sense.
A commitment to maintain a high professional standard and keep up to date with all aspects of practice administration.
A commitment to the effective use of practice and NHS resources.
An awareness of own limitations and experience.
Flexibility:
This job description is not intended to be exhaustive. The post holder will be expected to adopt a flexible attitude towards the duties outlined, which may be subject to adjustments at any time in consultation with the post holder and in line with the needs of the department and practice.
