Job responsibilities
KEY RELATIONSHIPS
Internal:
- Office/reception manager
- Practice Manager
- GPs
- Practice Nurse Team
- Administration Team
External:
- Patients, carers and relatives
- CCG/NHS England/Primary Care Support England/Health Board
- Out of hours service
- Practice suppliers
- Solicitors, insurance companies
The Administration Assistant is responsible in the first instance to the Practice Manager and thereafter to the Partners.
QoF
QOF administration as directed by the practice manager
Run the relevant reports on a weekly basis (smears, childhood immunisations and any other local recall programme reports).
Check reports against practice records.
Send invitations by agreed route (text, telephone call, letter)
Deal with all other queries relating to the recall system.
Run searches for patients according to set search criteria at relevant intervals.
GENERAL
Help reception team when necessary.
Photocopy patient notes for solicitors and insurance companies in accordance with signed and dated consent and once record has been checked by a GP.
Empty confidential waste bins in all rooms in practice.
Manage the practice website
Be the practice champion for;
o Over 75 Coordinator
o Cancer Champion
o Dementia Champion
Work with the PCN manager to ensure the practice completed the PCN DES requirements
COMMUNICATION
The Administrative Assistant will:
- Ensure the maintenance of the practice social media accounts
- Communicate effectively, promptly and courteously with patients, carers, relatives and practice suppliers.
- Use the most expedient and appropriate means to communicate information to other team members.
- Communicate appropriately and accurately with colleagues outside the practice and with due reference to the common law of confidentiality and the General Data Protection Regulation.
- Immediately inform a member of staff if a patient appears ill or if their behaviour causes concern (including correct use of Emergency/Collapse/Security protocols).
- Be aware of Child Protection issues and communicate concerns in accordance with practice protocol.
DECISION-MAKING CONTRIBUTION
The Administrative Assistant will attend and contribute to meetings in the practice (staff meetings, planning meetings, significant event, special projects). This will include contributing to the development and review of practice protocols.
QUALITY AND SELF-DEVELOPMENT
The Administrative Assistant will:
- Participate in the practice appraisal system.
- Perform tasks to the best of their ability and contribute to the performance of the team.
- Take action to report/tackle identified issues which affect quality or present risk to patients, team members or the practice.
CONFIDENTIALITY
In the course of their duties, the Administrative Assistant will have access to confidential information relating to patients, their carers and relatives and colleagues within and outside the practice. They may also have access to information relating to the practice as a business. All such information from any source whatsoever will be treated as strictly confidential.
Information relating to patients, their carers and relatives and colleagues within and outside the practice and in relation to the practice as a business will only be shared in accordance with the practices Confidentiality Policy, the General Data Protection Regulation and the Freedom of Information Act and in such a way that personal and sensitive patient-identifiable data is protected.
HEALTH AND SAFETY
The Administrative Assistant will be aware of and comply with the practices Health and Safety Policy. This will include:
- Minimising risk to self and others in the workplace.
- Identifying and reporting hazards/risks and contributing to control measures.
- Adhering to all relevant policies including infection control and maintaining the cold chain
- Contribute to keeping the working area and patient areas tidy and free from hazards.
- Using protective equipment and clothing if necessary and in accordance with the practices policy.
- Attending regular health and safety training.
EQUALITY AND DIVERSITY
The Administrative Assistant will comply with the practices Equality and Diversity Policy, including:
- Recognising the rights of patients, carers, relatives and colleagues and respecting their needs, beliefs, privacy and dignity.
- Not discriminating against patients, carers, relatives or colleagues on the grounds of any of the protected characteristics in the Equality Act 2010.
OTHER DUTIES
The Administrative Assistant may, from time to time, be asked to undertake other reasonable duties, with appropriate training and it expected that agreement to this will not be unreasonably withheld.
The Administrative Assistant will from time to time undertake work on special projects as agreed with the Practice Manager and/or GPs.