Part Time GP Practice Administrator

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

The following are the core responsibilities of the General Administrator.

Process incoming and outgoing correspondence, including letters, email and electronic documents

Answer incoming telephone calls to manage all administrative enquires in an effective manner or transfer calls as required

Prepare letters, reports and associated documentation as required

Input data into a patients healthcare record as necessary

Process referrals using the appropriate referral method, including the electronic referral system (eRS)

Manage active referrals, including maintaining eRS worklists

Liaise with external agencies, such as hospitals and community services, ensuring referrals are processed efficiently

Process requests for information, such as Safeguarding reports, Subject Access Requests, insurance and other health reports

Retrieve, file and store records as required

Action tasks, including those sent via EMIS, Docman, Accurx, efficiently

Participate in call-and-recall activities as required, including running system searches and booking appointments

Support all clinical staff with general administrative tasks as requested

Minute taking

You will:

be able to work under pressure and have the ability to prioritise work to tight deadlines with good attention to detail.

be able to work independently as well as part of a team.

be IT literate with a working knowledge of Microsoft Office.

have a willingness to undertake training on EMIS, Docman, and iGPR along with any other training deemed necessary.

participate in practice meetings and team meetings and take minutes of the meetings.

keep the office working areas clear and tidy and suitable for other users at all times

undertake other duties as may from time to time be asked and consistent with the post

In addition to the primary responsibilities, you may be requested to:

Partake in audit activities as directed by the audit lead

Support reception staff, providing cover during staff absences

OTHER INFORMATION

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 and the practice Infection Control policy.

This will 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 keeping them free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Reporting potential risks identified

Data Quality:

To work within the clinical computer system and other systems as appropriate to improve data quality.

Equality and diversity:

To 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

To participate in any training programme implemented by the practice as part of this employment, such training to include:

• All mandatory and other training as required and directed for the role
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others.

Quality:

• 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.

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.

DBS:

The post-holder will be required complete a satisfactory check from the Disclosure and Barring Service concerning any former criminal convictions. You should note that employment within the practice is not subject to the Rehabilitation of Offenders Act 1974, and that you are required to declare all criminal convictions, even those which are classed as spent.

Person Specification

Experience

Essential

• Experience of a front line, customer facing position or varied administrative role with suitable transferable skills
• Experience of working to set guidelines, protocols and procedures
• Good team working skills and experience
• Excellent communication skills and telephone manner
• Ability to work in a busy environment and to prioritise and complete a broad range of tasks effectively and efficiently and to tight deadlines
• Ability to organise, motivate and support colleagues incl new starters
• Ability to listen and empathise
• Ability to learn new software and systems and cascade learning to others
• Good working knowledge of Microsoft office applications
• Experience of using Microsoft office applications and good keyboard skills

Desirable

• Experience of working in the NHS/general practice
• Experience of working in a multi-disciplinary team
• Experience of using EMIS web clinical system
• Experience of scanning and document management systems
• Experience of using Lexacom dictation system or similar

Qualifications

Essential

• GCSE Maths and English at grade C or above or subsequent equivalent

Personal Qualities & Attributes

Essential

• Able to use own judgment and resourcefulness
• Good time management skills
• Adaptable and flexible to a changing environment
• Diplomatic and calm in stressful situations
• Confident and assertive
• Reliable and trustworthy
• Flexibility of working hours and able to respond to the needs of the business sometimes at short notice to cover for absent colleagues
• Neat tidy and presentable to the public
• Ability and willingness to undertake training

Desirable

• Proactive
• Risk adverse
• Discreet
• Patient and organization centric

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

Wallington Family Practice

Address

Jubilee Health Centre

Shotfield

Wallington

SM6 0HY

Employer's website

https://www.wallingtonfamilypractice.nhs.uk/ (Opens in a new tab)