Job summary
We are looking to recruit an Administrator to work full time dealing with answering the phone and giving advice and guidance as appropriate.
Administrative duties will include both specialist and day to day tasks. Audio typing is a part of the role so a good standard of written English is essential.
The role requires diplomacy, patience, tenacity and a good sense of humour. This is a challenging but very rewarding post.
We are looking for someone who is enjoys working in a dynamic environment, has excellent customer service skills and who ideally has GP practice experience.
You need to be a team worker and be able to deal with any situation that arises with confidence and professionalism.
Knowledge of SystmOne would be a distinct advantage however full training will be provided.
Things have been tough in primary care over the last 2 years but this is a fantastic team to work with. The whole practice is a team who work hard but pull together to support each other.
A comment from one of the staff who left recently: "I will miss you all and have loved working with everyone. This has been the best workplace ever, we are the best team".
Give us a try you won't regret it!
Main duties of the job
Provision of receptionist, switchboard and other administrative functions within the practice, to include:
- Scanning and document management
- Recall for chronic disease management clinics
- Audio-typing
- Clinical coding
- Medical reports and copies
- Repeat prescriptions
About us
At Hartlepool and Stockton Health GP Federation our guiding aim is to improve the health and wellbeing of local people. Relationships are key to everything we do and by working with our practice members and their Primary Care Networks, as well as other local partners, we strive to provide excellent services that help people to live their best lives.
As part of this support, we are hosting this job advert on behalf one of our member practices, Tennant Street Medical Practice.
Tennant Street Medical Practice is situated in Central Stockton with easy access to the A66 and A19.
The practice is a semi new-build with excellent facilities and a friendly atmosphere.
We are a large, busy practice with over 14,500 patients and 9 GPs. We have 2 practice pharmacists, 3 nurse practitioners and 4 nurses. We open 5 days per week.
Job description
Job responsibilities
The post-holder is required to:
Practice Development and Clinical Governance
- Participate in team meetings
- Contribute to the implementation of the practice development plan
- Be aware of practice policies on risk management / Health and Safety, and take personal responsibility for appropriate procedures for minimising risk
- Be aware of issues related to personal professional development and be committed to participation in training and education.
Partnership / Practice Issues
- Be aware of relevant decisions from practice meetings and implement actions as appropriate
- Be aware of improvement to processes and adopt new processes
Patient and Community Services
Telephone Duties:
- Make appointments with Doctors, Nurses, Pharmacists, and other members of the Primary Care Team
- Deal with requests for home visits
- Take requests for repeat prescriptions, and process these according to practice procedure
- Take and pass on messages accurately
- Deal with enquiries from patients, other Surgeries, Hospitals, and outside agencies
Desk Duties:
- Check in patients attending for appointments and direct them to the appropriate Doctor or Nurse, when required
- Make appointments with Doctors, Nurses, and other members of the Primary Care Team
- Supply practice and health promotion information to patients
- Deal with patient enquiries, giving non-medical advice where appropriate
- Advise and register new patients, ensuring correct registration procedure is followed
- Receive laboratory specimens from patients and complete all the necessary forms
- Advise patients on the leaving and collection of medical and/or insurance forms and any possible charges
- Send out letters to patients for follow-up, health promotion campaigns, etc.
- Be aware of non-NHS services for which charges are made and inform patients requesting such services
- Ensure that the necessary forms are completed for transmission to the appropriate recipient
Administration:
- Process both incoming and outgoing mail
- Process letters and test results in patients' computer records, using appropriate clinical codes
- Collect, input, and extract information on the computer system in a methodical and careful manner, and in accordance with Practice policy
- Scan patient correspondence and manage documents
- Provide other administrative functions as required
Human Resources
- Attend, participate in, and contribute to staff meetings
- Identify needs for own training
- Participate in inductions for new receptionists / trainees / other relevant staff
- Participate in practice procedures for appraisal
- Adhere to the designated responsibilities within the staff handbook
Premises and Equipment
- Adhere to all measures designed for the health, safety, and security of the building
- Maintain adequate stocks of stationery and other supplies, ordering supplies within agreed protocols
- Monitor equipment and report operating problems
Information and Management Technology
- Ensure appropriate administrative data is recorded in computerised records
- Retrieve information from searches and reports as directed
- Comply with all systems for data security and protection
- Report problems with the servicing and maintenance of computer systems and hardware
This Job Description is not comprehensive and the post-holder will be expected to undertake any duties delegated by the Practice Manager, Line Manager, or Partners that are commensurate with their grade.
Job description
Job responsibilities
The post-holder is required to:
Practice Development and Clinical Governance
- Participate in team meetings
- Contribute to the implementation of the practice development plan
- Be aware of practice policies on risk management / Health and Safety, and take personal responsibility for appropriate procedures for minimising risk
- Be aware of issues related to personal professional development and be committed to participation in training and education.
Partnership / Practice Issues
- Be aware of relevant decisions from practice meetings and implement actions as appropriate
- Be aware of improvement to processes and adopt new processes
Patient and Community Services
Telephone Duties:
- Make appointments with Doctors, Nurses, Pharmacists, and other members of the Primary Care Team
- Deal with requests for home visits
- Take requests for repeat prescriptions, and process these according to practice procedure
- Take and pass on messages accurately
- Deal with enquiries from patients, other Surgeries, Hospitals, and outside agencies
Desk Duties:
- Check in patients attending for appointments and direct them to the appropriate Doctor or Nurse, when required
- Make appointments with Doctors, Nurses, and other members of the Primary Care Team
- Supply practice and health promotion information to patients
- Deal with patient enquiries, giving non-medical advice where appropriate
- Advise and register new patients, ensuring correct registration procedure is followed
- Receive laboratory specimens from patients and complete all the necessary forms
- Advise patients on the leaving and collection of medical and/or insurance forms and any possible charges
- Send out letters to patients for follow-up, health promotion campaigns, etc.
- Be aware of non-NHS services for which charges are made and inform patients requesting such services
- Ensure that the necessary forms are completed for transmission to the appropriate recipient
Administration:
- Process both incoming and outgoing mail
- Process letters and test results in patients' computer records, using appropriate clinical codes
- Collect, input, and extract information on the computer system in a methodical and careful manner, and in accordance with Practice policy
- Scan patient correspondence and manage documents
- Provide other administrative functions as required
Human Resources
- Attend, participate in, and contribute to staff meetings
- Identify needs for own training
- Participate in inductions for new receptionists / trainees / other relevant staff
- Participate in practice procedures for appraisal
- Adhere to the designated responsibilities within the staff handbook
Premises and Equipment
- Adhere to all measures designed for the health, safety, and security of the building
- Maintain adequate stocks of stationery and other supplies, ordering supplies within agreed protocols
- Monitor equipment and report operating problems
Information and Management Technology
- Ensure appropriate administrative data is recorded in computerised records
- Retrieve information from searches and reports as directed
- Comply with all systems for data security and protection
- Report problems with the servicing and maintenance of computer systems and hardware
This Job Description is not comprehensive and the post-holder will be expected to undertake any duties delegated by the Practice Manager, Line Manager, or Partners that are commensurate with their grade.
Person Specification
Qualifications
Essential
- Good Standard of General Education
Experience
Desirable
- Previous GP Practice Experience
Knowledge and Skills
Essential
- Understanding of Confidentiality in a Working Environment
- Ability to Remain Calm in a Busy and Dynamic Environment
- Ability to Work as Part of a Team
- Ability to Work Unsupervised
- Accuracy and Attention to Detail
- Excellent Communication Skills
- Excellent Time-Keeping
- Excellent IT Skills
- Organisational Skills
- Self-Motivated
- Pleasant, Friendly Manner
Desirable
- Knowledge of SystmOne
- Knowledge of NHS Read / SNOMED Codes
Person Specification
Qualifications
Essential
- Good Standard of General Education
Experience
Desirable
- Previous GP Practice Experience
Knowledge and Skills
Essential
- Understanding of Confidentiality in a Working Environment
- Ability to Remain Calm in a Busy and Dynamic Environment
- Ability to Work as Part of a Team
- Ability to Work Unsupervised
- Accuracy and Attention to Detail
- Excellent Communication Skills
- Excellent Time-Keeping
- Excellent IT Skills
- Organisational Skills
- Self-Motivated
- Pleasant, Friendly Manner
Desirable
- Knowledge of SystmOne
- Knowledge of NHS Read / SNOMED Codes
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.
