Symphony Initiative & Special Allocation Scheme Administrator

Job description

Job responsibilities

The primary purpose of the role is to ensure the contractual obligations of the SAS are met by being the direct link for SAS patients who require access to Oaklands Surgery & Warwick House Medical Practice. This includes:

Providing administrative support to ensure the achievement of the administrative requirements of the SAS contract in line with protocols

General clerical duties such as filing, minute taking, typing, bookings, coordinating requests, reporting drafting etc.

Assisting in the handling of patients notes

To deal with matters sensitively and in a professional manner

Deal with enquiries, signposting and requests

Be able to prioritise patients in need of urgent medical attention and direct them to the correct intervention/appointment

Follow up hospital appointments, test results and act upon messages on the systems

Carry out inputting and alterations to computer records, including but not limited to change of addresses, message books and any other admin tasks as they arrive

Complete new SAS patient registration process

Liaise with patients and pharmacies regarding prescription queries and requests as required

Assist in contacting patients when required

Assisting the practice teams in ensuring the effective delivery of the SAS contract

Attending review meetings to provide updates on the SAS activity

Attend ancillary and other staff meetings or training as required

Assisting the SAS Lead Practice Manager, the Zero Tolerance Guidance Manager and all other linked staff for the provision of SAS

In addition to fulfilling the administrative requirements of the SAS contract, this individual will aid administrative elements of other Symphony initiatives, such as research:

Provide administrative support;

General clerical duties such as filing, minute taking, tying, photocopying, bookings and coordinating requests etc.

Arrange meetings and source suitable venues and infrastructure;

Assist in the preparation of study materials

Assist in the handling of patient notes

Assist staff responsible for the delivery of the research studies and other projects in the Symphony portfolio

To communicate effectively with all disciplines of staff

Liaise with outside bodies

Maintain an effective filing system

To work with the relevant teams for submissions and collation of data

To expand own knowledge of medical terminology relating to research areas and practice work and develop background of knowledge

Importantly, the post holder will be able to prioritise all incoming work

Organisational Expectations and Shared Corporate Responsibilities

In the course of their duties, and in the execution of their responsibilities, the post holder is expected to:

Significantly contribute to the successful overall performance of SHS.

Act as an advocate for SHS and its contribution to the Health Service arena, through the creation and maintenance of strong and effective partnerships and relationships with internal and external stakeholders.

Support and help develop the SHS culture of collaborative, flexible cross-team working and commitment to delivering high quality services and outcomes.

Set and maintain the highest personal and professional standards.

Manage own time to achieve results and develop and maintain effective working relationships with others.

Work with sensitivity and an understanding of the issues facing those working to deliver health services to the local and UK population.

Comply with the Corporate Governance structure, in keeping with the principles and standards set out by SHS.

Maintain probity and manage SHS resources in a manner that represents appropriate use of public monies.

Be aware of and follow all SHS infection control guidelines and procedures relevant to their work, and participate in associated mandatory training and updates.

As a role model to other members of staff, follow consistently high standards of infection control practice, especially with reference to hand decontamination and adherence to the SHS dress code.

Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Observe and promote the SHSs policies and procedures, including those in respect of conduct, health and safety, and equality of opportunity.

Respect the confidentiality of all matters they may learn relating to their employment and other members of staff.

Respect the requirements of the Data Protection Act 2018 and GDPR.

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.

Person Specification

Qualifications

Essential

• Must have Maths and English GCSEs at grade A-C/4-9 or level 2 in functional skills

Experience

Essential

• Previous office/administrative experience
• Computer literate and good keyboard skills
• Recognise the significance of different situations (including emergencies) and take appropriate action, following policies and procedures

Desirable

• Knowledge of medical terminology
• Knowledge of the NHS/General Practice
• Aware of clinical systems such as EMIS

Personal Qualities

Essential

• Ability to work to deadlines and under pressure
• Ability to prioritise work
• Reliable and organised
• Team player
• Self-starter and able to manage own workload
• Use own initiative within clear boundaries, seeking advice where necessary
• Self-confident
• Attention to detail, and must be able to concentrate in situations where frequent interruptions are likely
• Strong communication skills both written and verbal with Internal and External customers, including Senior Management

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

Symphony Healthcare Services Limited

Address

Wincanton Health Centre

Dyke's Way

Wincanton

Somerset

BA9 9FQ

Employer's website

https://www.symphonyhealthcareservices.com/ (Opens in a new tab)