Administrator

Job description

Job responsibilities

Job title: Administrator

Reports to: Practice Manager/GP

Hours: 16 hours per week (Monday, Tuesday, Thursday, Friday, 2.30pm to 6.30pm)

Responsible to

Practice Manager/GP

Job Summary

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team.

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

General

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the practice manager or doctor, dependent on current and evolving practice workload and staffing levels:

Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional and deal with general enquiries coming into surgery

Processing repeat prescriptions in accordance with practice guidelines

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers, inviting pts to screening, texting pts.

Providing clerical assistance to practice staff as required from time to time, including photocopying and scanning

Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner and emergencies are recognised and signposted safely

Support patient and staff in explain practice arrangements and formal requirements to new patients, registration forms and those seeking temporary cover and ensure procedures are completed.

Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

Advice patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same with medical secretary support

Process referrals for patients to primary, secondary, third parties and private hospitals in a timely fashion, ensuring patients are aware of the pathways, how to make appointments where appropriate.

Enter patient information on to the computer as required.

Patient notes and correspondence: ensure GDPR

Support practice in going on line and updating patient contacts and offering on line access

Advise patients of relevant charges for private services, accept payment and issue receipts keeping records of such payments up to date

Monitor new patient registrations to ensure records are received and filed or processed for return to PCSE.

Complete tasks and email responses

Assist in Health and Safety checks of the surgery premises.

On occasions, help to cover the reception desk during staff absence.

Assist in closing premises at the end of the day: set alarm and make all the necessary preparations to ensure patients have left the premises.

Person Specification

Qualifications

Desirable

• GCSE grade A to C in English and Maths

Experience

Essential

• Experience of working within a reception team
• Experience of working within administration

Desirable

• Experience as a Receptionist/administrator in a GP Surgery

Special Requirements

Essential

• High standard of work
• Willingness to take responsibility for maintaining confidentiality of information held by the practice
• CRB clearance
• Commitment to personal and professional development

Desirable

• Ability to recognise own limitations, identify learning needs and act on them appropriately
• Experience of EMIS clinical system

Skills and attributes

Essential

• Good communication skills, oral and written
• Good team working
• Good interpersonal skills
• Attention to detail
• Flexibility
• Keyboard skills
• Well-mannered and well presented
• Patient, tolerant, tactful and discreet
• Enthusiastic, honest and reliable

Desirable

• Self-motivating
• Demonstrate initiative
• Ability to prioritise tasks
• Able to tolerate stress and manage appropriately
• Excellent IT skills (including MS office, Email)

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

Cranes Park Road Surgery

Address

25 Cranes Park Road

Sheldon

Birmingham

West Midlands

B26 3SE

Employer's website

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