GP Administrator

Job description

Job responsibilities

Job summary

To support the clinical and administrative teams with effective communication of the surgery's incoming and outgoing information, which would include liaising with patients to answer queries and signpost appropriate services.

Key responsibilities

• Liaise with doctors, hospital staff, patients, and outside agencies to meet the patients needs and to coordinate the patients care
• Dealing with patient enquiries, exercising initiative regarding action necessary within the boundaries of own capability and the role
• Prioritise all correspondence
• Help and support colleagues as required, including cover for annual leave and sickness
• Effectively manage own time, workload, and resources
• Daily use of the practice's clinical system and using a computer with proficiency to effectively communicate with patients and other services as required
• Enter all correspondence onto the Practice clinical system using codes where appropriate
• Take messages as appropriate
• Deal with telephone queries answering all calls in a polite and professional manner
• Perform any reasonable administrative tasks as requested
• To assist in the cancellation of surgeries due to sickness etc by contacting patients by letter/telephone/text as appropriate
• Ensure that all confidential patient and practice information is stored and handed in accordance with Practice Policy and the law
• Any other duties as required by the Reception Manager, Practice Manager, or GP Partners

Communication

• Utilise and demonstrate sensitive communication styles to ensure patients are fully informed
• Communicate effectively with patients and carers, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating
• Anticipate barriers to communication and take action to improve communication
• Estimate and maintain effective communication with individuals and groups within the practice environment and external practice teams
• Act as an advocate when representing the patients and colleagues viewpoints to others
• Utilise IT systems and SystmOne to competently document communications and care delivered in patients notes

Delivering a quality service

• Prioritise, organise and manage own workload in a manner that maintains and promotes quality
• Assess effectiveness of care delivery through self and peer review and formal evaluation
• Support and participate in shared learning across the practice and wider organisation
• Understanding patient confidentiality, information governance and data protection

Team working

• Understand own role and scope in the organisation and identify how this may develop over time
• Work as an effective and responsible team member by supporting others
• Delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence of those taking on delegated duties
• Ensure clear understanding and utilisation of referral mechanisms within the practice
• Accept delegation where appropriate, prioritise own workload and ensure effective time-management strategies are embedded in own practice
• Participate in team activities that create opportunities to improve patient care

Management of risk

• Monitor work areas and procedures to ensure that they are: safe and free from hazards; conform to health, safety and security legislation and are in line with national and local policies
• Undertake mandatory and statutory training
• Make sure patient information is accurate and recorded in a timely manner keeping patient records up to date
• Participate in the local implementation strategies that are aligned to the values and culture of general practice

Utilising information

• Use technology as an aid to management in planning, implementation, and monitoring, presenting and communicating information
• Review and process data using accurate Read codes about patients to ensure easy and accurate retrieval for monitoring and audit processes
• Understand own and others responsibility to the individual organisation regarding the Freedom of Information Act

Learning and development

• Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments
• Assess own learning needs and undertake learning as appropriate
• Make effective use of learning opportunities within and outside the workplace, evaluating their effectiveness and feeding back relevant information

Equality and diversity

• Identify patterns of discrimination, take action to overcome this, and promote diversity and quality of opportunity
• Enable others to promote equality and diversity in a non-discriminatory culture
• Support people who need assistance in exercising their rights
• Monitor and evaluate adherence to local chaperoning policies
• Act as a role model in good practice relating to equality and diversity
• Accept the rights of individuals to choose their care providers and actively participate in their care and refuse care
• Provide equality of services and healthcare opportunities to all patients

Person Specification

Qualifications

Essential

• GCSE Maths, English A*-C or equivalent.
• Administrative or clerical experience.

Desirable

• Demonstrable ability to learn and apply training.
• British sign language awareness or qualifications.

Skills

Essential

• Communication skills on all levels, written and verbal.
• IT skills i.e., Microsoft Office to use clinical system and documentation.
• Organisation and time management and ability to work to deadline.
• Excellent telephone manner and experience relaying accurate information in a courteous and straight forward manner.

Desirable

• Uses initiative.
• Gets on well with people at all levels.
• Can adapt and be flexible depending on service requirements.
• Negotiation and conflict management /resolution.

Knowledge

Essential

• Aware of accountability of own role and other roles in General Practice.
• Awareness of data governance issues in primary care.
• Awareness of the needs of patients.

Desirable

• Knowledge of medical terminology.
• Knowledge and experience using clinical systems both Systmone (training to familiarise with Stubley practices will be given).

Other Criteria

Essential

• Willingness to learn
• Adaptability
• Enthusiasm
• Team player
• Resilience

Desirable

• Experience of working in a Primary Care Environment

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

Stubley Medical Centre

Address

Stubley Medical Centre

7 Stubley Drive

Dronfield Woodhouse

Derbyshire

S18 8QY

Employer's website

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