Administration Assistant

Job description

Job responsibilities

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 Administration Coordinator, dependent on current and evolving practice workload and staffing levels:

Receive incoming telephone calls from patients and external healthcare professionals and ensure that all enquiries or messages are dealt with appropriately

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Generate Patient recall systems, and activity associated with patient disease groups

Develop an in depth knowledge of the GP contract and assist with the implementation strategy for the Quality & Outcomes Framework

Audit the Quality Outcomes Framework performance indicators and implement strategies which address shortfalls in achievements

Participate in the patient referral process, both NHS and private, ensuring comprehensive processes are followed

Participate in the processing of insurance reports and medicals in accordance with the practice protocol

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Receive incoming mail either am and/or pm and ensure it is sorted and distributed timely to relevant doctors and staff

Ensure that all mail is franked at the appropriate rates and made available for collection

Ensure that incoming hospital correspondence is processed promptly

Undertake any scanning and coding duties and ensure that every effort is made to keep this up to date

Undertake all appropriate filing required in the performance of your role

Operate all relevant office equipment such as computer, scanner, photocopier etc.

Assist in the summarising process to maintain quality patient records

Filing and retrieving paperwork

Assist with the development of the policies needed to provide the necessary evidence in preparation for any CQC visit

Provide cover to support absent colleagues

Provide essential cover if required

Attend courses as deemed necessary for the efficient running of the practice

Participate in all administration processes as appropriate

Ensure strict adherence to the practices computer security protocols

Ensure processes comply with IG compliance, including DPA and GDPR

Understand the way the practice processes and handles personal information relating to patients/service users

To ensure all personal information is handled legally, securely, efficiently and effectively in order to support delivery of the best possible care.

The duties of the post may be reviewed and, if appropriate, changed by discussion with the post holder to ensure the provision of effective and efficient services.

Person Specification

Qualifications

Essential

• Level 3 education or equivalent
• Standard Grade Mathematics or equivalent
• Standard Grade English or equivalent

Desirable

• Level 4 education or higher

Personal Qualities

Essential

• Planning and organising
• Performing under pressure
• Adaptability to change
• Team working
• Self-motivated
• Flexibility
• Confidentiality
• Awareness of potential conflicts of interest

Experience

Essential

• Previous general practice administrative experience
• Previous customer service experience
• Experience of working within a General Practice environment
• Practical experience of computerised recording systems
• Experience of higher level administration processes including audit

Desirable

• Experience of complex administration including audit
• Experience of IG compliance including regulatory processes

Skills

Essential

• Excellent communication skills (Written and Oral)
• Excellent IT and Keyboard skills
• The ability to follow procedures and work to deadlines
• Ability to handle situations of potential conflict
• Problem solving/complaint handling
• Excellent Interpersonal skills
• Ability to use own initiative
• Ability to use Emis Web

Desirable

• Ability to understand and use various software applications at an advanced level

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

Central Surgery

Address

Central Surgery

Corporation Street

Rugby

Warwickshire

CV21 3SP

Employer's website

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