Nottingham City General Practice Alliance

Workflow Administrator

Information:

This job is now closed

Job summary

We have an opportunity for an experienced administrator to join our team, full time (37.5 hours per week).

The aim of this role is to deal with and streamline all clinical correspondence received at the Practice, identifying further actions, adding accurate and useful data to patient records, maximising the quality and consistency of coding and thereby reducing the administrative burden on the GPs. This should ensure that GPs are able to give priority to the most appropriate correspondence.

Main duties of the job

  • Scanning in of documents.
  • Processing 111 reports and any other associated overnight alerts and flag urgent issues to GP
  • Checking the Practice email and processing ambulance reports, OOH messages, EMAS safeguarding alerts and flag urgent issues to GP
  • Read coding of documents in line with Practice Standard Operating Procedures (SOPs) and Practice Policies.
  • Forwarding mail to relevant role for actions
  • Opening both internal mail and normal post, assigning all incoming correspondence and other mail to relevant team members
  • Dealing with documents on workflow, ensuring that relevant appointments are made for the respective patients (shared duty with reception staff) (TASKS)
  • Identify and record key clinical data such as new diagnoses, BP recordings, smoking status, and other items as detailed in the Workflow guide
  • Identify any actions, such as blood tests to be arranged, and task the relevant group.
  • Identify the complex or high-risk areas that require input or knowledge from the clinical team, including safeguarding issues, working to the agreed protocols
  • Liaise with clinical staff for complex correspondence.
  • Prepare monthly audits for Practice Manager and/or Clinical Lead
  • Dealing with ad hoc queries as directed by Practice Manager/Clinical Lead
  • This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties, which fall within the grade of the job, in discussion with the Practice Manager.

About us

Working for Nottingham City GP Alliance offers an exciting and rewarding experience in the healthcare field. As a collaborative organisation, the Alliance brings together General Practices from across Nottingham City to deliver high-quality care and innovative services to the local community.

With a focus on patient-centered care and continuous improvement, employees have the opportunity to contribute to the development and implementation of healthcare initiatives that make a positive impact on the lives of patients. The supportive and inclusive work environment fosters professional growth and collaboration, allowing individuals to work alongside dedicated healthcare professionals and make a meaningful difference in the healthcare landscape of Nottingham City

Details

Date posted

03 October 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

Depending on experience £23,166 per annum

Contract

Permanent

Working pattern

Full-time

Reference number

NCG-6649402

Job locations

Parliament Street Medical Centre

79a Upper Parliament Street

Nottingham

NG1 6LD


Job description

Job responsibilities

Confidentiality

While seeking treatment, patients entrust us with, or allow up 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 may only be divulged to authorised persons in accordance with the Federations policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Federations Health and Safety policy.

Safeguarding

All employees are responsible for taking all reasonable measures to ensure that the risk of harm to children and vulnerable adults are minimised. They should take all appropriate actions to address concerns, working to agreed local policies and procedures, including the guidance on Safeguarding, in partnership with other relevant agencies. This includes accessing appropriate training, advice, and support.

Disclosure and Barring Services

This post will be subject to a DBS Disclosure check at the point of recruitment and thereafter.

Infection Control

All employees have an individual responsibility to have knowledge of and employ the basic principles of infection prevention and control practice. All employees must comply with Infection Prevention and Control mandatory training requirements.

Person Specification Education Essential
  • Good standard of education with at least level 3 qualifications including GCSE at English and Maths (or equivalent levels of qualifications)
Experience Essential
  • Time management skills and ability to multi-task. Communication skills - Informing Others, Report writing, Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control ,Equality and Diversity
Knowledge Essential
  • Knowledge of administrative management practices and procedures - Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control Equality and Diversity - IT skills (Office365, Word, Excel, PowerPoint).
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.

Job description

Job responsibilities

Confidentiality

While seeking treatment, patients entrust us with, or allow up 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 may only be divulged to authorised persons in accordance with the Federations policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Federations Health and Safety policy.

Safeguarding

All employees are responsible for taking all reasonable measures to ensure that the risk of harm to children and vulnerable adults are minimised. They should take all appropriate actions to address concerns, working to agreed local policies and procedures, including the guidance on Safeguarding, in partnership with other relevant agencies. This includes accessing appropriate training, advice, and support.

Disclosure and Barring Services

This post will be subject to a DBS Disclosure check at the point of recruitment and thereafter.

Infection Control

All employees have an individual responsibility to have knowledge of and employ the basic principles of infection prevention and control practice. All employees must comply with Infection Prevention and Control mandatory training requirements.

Person Specification Education Essential
  • Good standard of education with at least level 3 qualifications including GCSE at English and Maths (or equivalent levels of qualifications)
Experience Essential
  • Time management skills and ability to multi-task. Communication skills - Informing Others, Report writing, Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control ,Equality and Diversity
Knowledge Essential
  • Knowledge of administrative management practices and procedures - Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control Equality and Diversity - IT skills (Office365, Word, Excel, PowerPoint).
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

Education and Qualification

Essential

  • Good standard of education with at least level 3 qualifications including GCSE at English and Maths (or equivalent levels of qualifications)

Experience

Essential

  • Time management skills and ability to multi-task
  • Communication skills - Informing Others, Report writing
  • Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control

Knowledge

Essential

  • Knowledge of administrative management practices and procedures
  • Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control Equality and Diversity
  • IT skills (Office365, Word, Excel, PowerPoint).
Person Specification

Education and Qualification

Essential

  • Good standard of education with at least level 3 qualifications including GCSE at English and Maths (or equivalent levels of qualifications)

Experience

Essential

  • Time management skills and ability to multi-task
  • Communication skills - Informing Others, Report writing
  • Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control

Knowledge

Essential

  • Knowledge of administrative management practices and procedures
  • Managing Processes, Developing Standards, Promoting Process Improvement, Inventory Control Equality and Diversity
  • IT skills (Office365, Word, Excel, PowerPoint).

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

Nottingham City General Practice Alliance

Address

Parliament Street Medical Centre

79a Upper Parliament Street

Nottingham

NG1 6LD


Employer's website

https://www.ncgpa.org.uk/ (Opens in a new tab)

Employer details

Employer name

Nottingham City General Practice Alliance

Address

Parliament Street Medical Centre

79a Upper Parliament Street

Nottingham

NG1 6LD


Employer's website

https://www.ncgpa.org.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Manager

Susan Taylor

susan.taylor55@nhs.net

01158831900

Details

Date posted

03 October 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

Depending on experience £23,166 per annum

Contract

Permanent

Working pattern

Full-time

Reference number

NCG-6649402

Job locations

Parliament Street Medical Centre

79a Upper Parliament Street

Nottingham

NG1 6LD


Supporting documents

Privacy notice

Nottingham City General Practice Alliance's privacy notice (opens in a new tab)