Administrator

Job description

Job responsibilities

JOB TITLE: Administrator

REPORTS TO: Practice Manager / Partners

Job summary:

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

Provide 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

Duties and Responsibilities

The following are the core responsibilities.

Administration

• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• To assist the practice manager with all clerical and administrative duties.
• To make appointments, bookings and admissions as required.
• To liaise and arrange meetings (to include the booking of rooms) as required
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist the completion of medical/insurance records.
• File patient records and correspondence in patient medical records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To maintain the computer clinic system in an accurate and secure manner.
• To assist with the gathering of statistics and information when required.
• To provide cover for other members of the admin team during periods of sickness and annual leave.
• Maintain adequate supplies of office stationery.
• To receive and dispatch mail and maintain a pending system.
• Inputting appointment sessions on computer ensuring that it is up to date.
• Call patients in for appropriate follow-up or immunisations i.e. flu vaccine, blood pressure, blood test.
• Support admin staff with summarizing of medical records when required.
• Carry out clinical system searches as requested and present data
• Maintain clinical registers and process recall letters as requested by clinicians
• Dealing with patient correspondence via website and email
• Read Code and scan documents into clinical system
• Undertake any other additional duties appropriate to the post as requested by the Partners or the practice manager.
• Attendance on Practice Courses
• Provide support and cover on reception when needed. Main duties include:
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Ensure an effective and efficient reception service is provided to patients and any other visitors to help with the smooth running of the Practice.
• Deal with all general enquiries, explain procedures and make new and follow-up appointments.
• And any other duties as required

Flexibility Statement

This job description is not exhaustive and may change as post develops/or with changes to service requirements. The post holder is expected to be flexible in undertaking any reasonable duties required by the Practice. This job description will also be used as the basis for determination of objectives and the contents will be used as part of appraisals. The post holder is therefore required to undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the proviso that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job description specific terms. There may be a requirement to work outside of normal hours, during evening and weekends.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance

• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Qualifications

Essential

• A good standard of general education, including: English and Maths at GCSE Level or equivalent.
• A demonstrable commitment to Professional Development.

Desirable

• European Computer Driving License (ECDL)

Experience

Essential

• Knowledge/Skills
• Experience of working in a public reception environment
• Experience of telephone switchboard operation
• Experience of Microsoft Office software
• Experience of dealing with the public/patients
• Excellent keyboard and computer skills
• Excellent communication skills

Desirable

• Experience of EMIS WEB clinical system/or another GP system
• Audio typing
• Esperience of using Accurx, WCCG, GPTR systems

Qualities/Attributes

Essential

• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressure
• Able to work in a changing environment
• Able to use own initiative
• Flexibility of working hours/ able to work at the desired times

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

Coed Y Glyn Surgery

Address

Church Street

Llangefni

Anglesey

LL77 7DU

Employer's website

https://coedyglyn.cymru/ (Opens in a new tab)