Job summary
Come
and join our friendly, dynamic and expanding team!
As
our practice grows, we have an exciting opportunity for an experienced
General Practice Administrator to join our highly skilled admin team. We are a close-knit practice, where each individual member of staff is
valued and appreciated.
We
are looking for a motivated, enthusiastic team player, primarily to assist with
patient registrations, processing of prescriptions and patient referrals. The
ideal candidate will be adaptable and willing to work flexibly to meet the
needs of the admin team and also to provide cover on reception as required.
For
this 20-hour per week role, we can offer flexibility in
working times. We would require at least two
mornings per week, but can be flexible about the timings contracted for the
remaining hours. The role could be split across 2 - 5 days per week,
Mon-Fri. (Our core hours are 8am-6.30pm, with late opening until 8pm
on a Wed.)
Additionally,
this role can be applied for in isolation or in conjunction with our Part-Time
Receptionist vacancy (soon to be published Ref. no: A3499-24-0000),
for a candidate who would prefer to work closer to full time hours.
If
you are looking for a part-time position where you can make a meaningful
impact, apply now to join our fantastic team.
Please note: should
this vacancy attract sufficient interest it may be necessary to close the
vacancy at an earlier date. We therefore suggest that you apply at an early
stage to avoid disappointment.
Main duties of the job
We
are looking for an organised, experienced, flexible and motivated administrator
to complement our highly skilled admin team.
The
main duties of this role will be:
-
Processing new patient
registrations, changes to registration and deduction of records
-
Administrative preparation of
prescriptions for signing off by a clinician
-
Processing of referrals to
Community Services and Secondary Care, including liaising with external
agencies and dealing with referral queries and rejections
The
role will also encompass other areas of administrative work within the practice,
to support the clinical and management team and the smooth running of the
service. The successful candidate will also be trained up to cover on reception
as required.
This role can be
applied for in conjunction with our Part-time Reception vacancy (to be published
shortly), for a candidate who would prefer a contract for more hours per week.
About us
St Peters Medical Centre
is a highly rated GP surgery in the heart of the community of West Harrow. We
are located within the premises of St Peters Church, a thriving and active
Anglican church. It was members of the church who were instrumental in opening our
medical centre in 1992. They wanted to provide a proactive and practical way of
demonstrating care to the community. We enjoy a strong partnership with the church, along
with many other local organisations, and seek to serve the local community as
they do. We would love someone who shares our values to join our team.
We have a well-trained and enthusiastic team of
around 35 employees (mostly part-time), who care for over 9,700 patients. We
have 4 partners and a well-connected multidisciplinary team of GPs, Nurses, Pharmacists,
GPAs and HCAs. We are a teaching practice, meaning that we have a strong
culture of learning and development. We are an active part of the Sphere PCN in
Harrow.
Our mission statement is: Offering Compassionate
Health care to the Community. We also have a Practice Ethos which is: "To
provide the very best in primary care. To help meet the physical, social,
psychological and spiritual needs of the local community, including the
vulnerable." This means that we actively seek ways to ensure that we are
accessible to those who may find themselves marginalised within society.
In July 2024, we were rated within the 10 best GP
surgeries in North London, with a patient satisfaction score of 92.2%.
Job description
Job responsibilities
Primary 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.
Processing new patient
registrations, changes to registration and deduction of records
b.
Administrative preparation of
prescriptions for signing off by a clinician
c.
Processing of referrals to
Community Services and Secondary Care, including liaising with external
agencies and dealing with referral queries and rejections
d.
Assisting with the meeting of
practice targets by contacting patients and booking reviews or obtaining
information data from them as necessary
e.
Inputting data into the
patients healthcare records as necessary
f.
Processing incoming and outgoing
mail
g.
Process and disseminate incoming
emails
h.
File and store records as
required (digital and physical records)
i.
Photocopy documentation as
required
j.
Answer incoming phone calls,
transferring calls or dealing with the callers requests appropriately
k.
Welcome patients and visitors to
the organisation, directing requests appropriately
l.
Always maintain a clean, tidy,
effective working area
m.
Support all clinical staff with
general administrative tasks as requested
Secondary
responsibilities:
In addition to the primary responsibilities,
the Administration Assistant may be requested to:
a.
Provide cover in reception as necessary
b.
Book appointments
c.
Partake in audit as directed by the admin lead or management
team
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
Job description
Job responsibilities
Primary 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.
Processing new patient
registrations, changes to registration and deduction of records
b.
Administrative preparation of
prescriptions for signing off by a clinician
c.
Processing of referrals to
Community Services and Secondary Care, including liaising with external
agencies and dealing with referral queries and rejections
d.
Assisting with the meeting of
practice targets by contacting patients and booking reviews or obtaining
information data from them as necessary
e.
Inputting data into the
patients healthcare records as necessary
f.
Processing incoming and outgoing
mail
g.
Process and disseminate incoming
emails
h.
File and store records as
required (digital and physical records)
i.
Photocopy documentation as
required
j.
Answer incoming phone calls,
transferring calls or dealing with the callers requests appropriately
k.
Welcome patients and visitors to
the organisation, directing requests appropriately
l.
Always maintain a clean, tidy,
effective working area
m.
Support all clinical staff with
general administrative tasks as requested
Secondary
responsibilities:
In addition to the primary responsibilities,
the Administration Assistant may be requested to:
a.
Provide cover in reception as necessary
b.
Book appointments
c.
Partake in audit as directed by the admin lead or management
team
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
Person Specification
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
Other requirements
Desirable
- - Willingness to work flexible hours when required to meet work demands
Qualifications
Desirable
- Desirable Qualifications are as follows:
- - GCSE Mathematics & English (C or above) or equivalent
- - NVQ Level 2 in Health and Social Care
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
Experience
Essential
- - Experience of working with the general public (including vulnerable patients)
- - Experience of administrative duties
- - Experience of working in a healthcare setting
Desirable
- - Experience of working in General Practice
- - Experience of working on the EMIS operating system
Person Specification
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
Other requirements
Desirable
- - Willingness to work flexible hours when required to meet work demands
Qualifications
Desirable
- Desirable Qualifications are as follows:
- - GCSE Mathematics & English (C or above) or equivalent
- - NVQ Level 2 in Health and Social Care
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
Experience
Essential
- - Experience of working with the general public (including vulnerable patients)
- - Experience of administrative duties
- - Experience of working in a healthcare setting
Desirable
- - Experience of working in General Practice
- - Experience of working on the EMIS operating system
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.
