Job summary
Are you looking to contribute your skills in a dynamic and
supportive environment? A fantastic opportunity to join our team at Hodge Hill
Family Practice and be a part of the overall vision of Coventry & Rugby GP
Alliance has become available, and we are currently seeking a driven and
dedicated individual to fill the role of Administrative
Officer.
Our Administrative Officer plays
a vital role as part of a busy team. In this position, you will support us with
achieving our goals, while also contributing to the overall success of our
organisation. To provide full and comprehensive administrative and secretarial
support to the Practice as a whole.
Duties and responsibilities may include any or all of the items in the
following list and may vary from time to time under the direction of the Deputy
Practice Manager/Practice Manager, dependent on current and evolving workload
and staffing levels.
This role will require you to
maintain information and monitoring systems, and to support the demands of the
service.
At Coventry and Rugby
GP Alliance, we pride ourselves on fostering a culture of innovation, growth,
and continuous learning. As a member of our team, youll have the opportunity
to work alongside talented professionals who are committed to delivering excellence
and driving positive change within our industry.
Main duties of the job
Accurately transcribe complicated dictation with
complex medical terminology, requiring concentration and appropriate attention
to detail for prolonged periods, while subject to frequent interruptions.
Compose letters as appropriate and undertake
transcription of dictation.
Receive and process all incoming mail, bringing
this and other relevant matters to timely attention of the medical staff and
taking appropriate action as necessary, identifying issues to escalate to the
relevant clinician.
Efficiently process and record referral letters
and medical reports.
Effectively operate the Choose and Book Referral
computer system.
The co-ordination and administration of requests
from solicitors and GPs for patient records in line with the Access to Medical
Records Act.
Liaise with Healthcare professionals, patients,
solicitors and other external organisations to assist with the resolution and
administration of queries.
Maintenance of appropriate system for monitoring
of payments invoiced and received for non NHS services undertaken by the practice.
Maintenance of directory for services available
to patients. To include consultants, chiropodists and other available services.
Audit trail for referrals ensuring referral
process is completed in timely manner.
Undertake information retrievals for the
Practice and patients best interests as requested by the GPs.
About us
We take pride in offering a robust range of benefits to
support our employees, including:
-
Annual Leave: Enjoy 27 days of annual
leave for full-time employees, in addition to bank holidays.
-
Sick Pay: Our enhanced sick pay policy
ensures you are supported during times of illness.
-
Pension Scheme: Access to the NHS pension
scheme to secure your financial future.
-
Enhanced Maternity Leave: We provide
generous maternity leave to support new parents.
-
Paternity Leave: We also offer paternity
leave to allow new fathers to bond with their newborns.
- Employee Assistance Network: Access support
through our employee advice network for personal and professional challenges
365 days a year 24/7!
-
Internal Awards: We recognise and celebrate the
achievements of our staff through internal awards.
-
Exclusive Discounts: Benefit from a variety of
discounts that enhance your overall employee experience.
We are committed to creating a supportive and rewarding work
environment for all our employees.
If youre excited by the prospect of tackling new
challenges, collaborating with a dynamic team, and helping shape the future of
our organisation, we would love to hear from you! Apply today and take the
first step toward an exciting new chapter in your career.
Job description
Job responsibilities
Work confidentially at all times.
Work safely at all times in accordance with Legislative
requirements and Practices policies and procedures.
Answer telephones and assist reception function
when required, ensuring an effective and efficient reception service is
provided to patients and any other visitors to the Practice.
Provide an
efficient, courteous and responsive reception and telephone service to the
public.
Participate
in new initiatives and future changes in service delivery improvements.
Support
the Team in promoting equal opportunities in the workplace and delivering
services which are accessible and appropriate to the diverse needs of service
users.
Deal with
all general enquiries.
Carry out
a range of administration duties including word processing and data inputting
duties as required into the clinical system, fax, photocopy and post.
Facilities
Have a
thorough knowledge of all practice procedures and work in accordance with
approved protocols.
Ensure
building security have a thorough knowledge of doors windows alarm.
Other Tasks
Undertake
a variety of administrative duties to assist in the smooth running of the
service including the provision of clerical support to clinical staff and other
members of the Practice team, or any other duties as requested by line manager.
Contributing
to the development and improvement of services to patients.
Play an
active role in the induction and training of new staff members.
Support with the delivery of
other targeted services delivered by Coventry and Rugby GP Alliance.
Contributing 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.
Job description
Job responsibilities
Work confidentially at all times.
Work safely at all times in accordance with Legislative
requirements and Practices policies and procedures.
Answer telephones and assist reception function
when required, ensuring an effective and efficient reception service is
provided to patients and any other visitors to the Practice.
Provide an
efficient, courteous and responsive reception and telephone service to the
public.
Participate
in new initiatives and future changes in service delivery improvements.
Support
the Team in promoting equal opportunities in the workplace and delivering
services which are accessible and appropriate to the diverse needs of service
users.
Deal with
all general enquiries.
Carry out
a range of administration duties including word processing and data inputting
duties as required into the clinical system, fax, photocopy and post.
Facilities
Have a
thorough knowledge of all practice procedures and work in accordance with
approved protocols.
Ensure
building security have a thorough knowledge of doors windows alarm.
Other Tasks
Undertake
a variety of administrative duties to assist in the smooth running of the
service including the provision of clerical support to clinical staff and other
members of the Practice team, or any other duties as requested by line manager.
Contributing
to the development and improvement of services to patients.
Play an
active role in the induction and training of new staff members.
Support with the delivery of
other targeted services delivered by Coventry and Rugby GP Alliance.
Contributing 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.
Person Specification
Experience
Essential
- Previous experience in an administrative or reception role.
- Experience handling confidential information in line with GDPR.
Desirable
- Experience using databases or electronic record systems (ideally EMIS, SystmOne, or similar).
- Experience working in a GP surgery, NHS service, or healthcare setting.
- Knowledge of appointment booking systems and repeat prescription processes.
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths Grade C 4 or above.
- Proficient in Microsoft Office (Word, Excel, Outlook) and basic IT systems.
- Willingness to undertake further training relevant to primary care (e.g., NHS systems training).
Desirable
- NVQ Level 2 3 in Business Administration or equivalent.
- Training in medical terminology.
Aptitudes and Atributes
Essential
- Strong organisational skills with the ability to prioritise workload effectively.
Desirable
- Ability to anticipate needs and take proactive steps to solve problems.
Skills and Knowledge
Essential
- Excellent verbal and written communication skills.
- Ability to manage a busy workload, prioritise tasks, and meet deadlines.
- Strong attention to detail and accuracy in data entry.
- Ability to work effectively both independently and as part of a team.
Desirable
- Understanding of patient confidentiality and safeguarding principles.
- Knowledge of QOF (Quality and Outcomes Framework) processes.
- Understanding of the structure of the NHS and primary care services.
- Ability to deal calmly and professionally with challenging situations.
Person Specification
Experience
Essential
- Previous experience in an administrative or reception role.
- Experience handling confidential information in line with GDPR.
Desirable
- Experience using databases or electronic record systems (ideally EMIS, SystmOne, or similar).
- Experience working in a GP surgery, NHS service, or healthcare setting.
- Knowledge of appointment booking systems and repeat prescription processes.
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths Grade C 4 or above.
- Proficient in Microsoft Office (Word, Excel, Outlook) and basic IT systems.
- Willingness to undertake further training relevant to primary care (e.g., NHS systems training).
Desirable
- NVQ Level 2 3 in Business Administration or equivalent.
- Training in medical terminology.
Aptitudes and Atributes
Essential
- Strong organisational skills with the ability to prioritise workload effectively.
Desirable
- Ability to anticipate needs and take proactive steps to solve problems.
Skills and Knowledge
Essential
- Excellent verbal and written communication skills.
- Ability to manage a busy workload, prioritise tasks, and meet deadlines.
- Strong attention to detail and accuracy in data entry.
- Ability to work effectively both independently and as part of a team.
Desirable
- Understanding of patient confidentiality and safeguarding principles.
- Knowledge of QOF (Quality and Outcomes Framework) processes.
- Understanding of the structure of the NHS and primary care services.
- Ability to deal calmly and professionally with challenging situations.
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.
