Air Balloon Surgery

Practice Administrator - clerical

Information:

This job is now closed

Job summary

This position has evolved as part of a re-organisation of the existing IT/Clinical Data and Secretarial teams to rationalise the administrative functions under one umbrella.We see the work of the Administration team as crucial in maintaining the systems and information which support delivery of safe, responsive and effective clinical care to our 13,500 patients. This is the engine room of the whole practice.

The successful candidate is likely to have gained experience within a busy and demanding service background, and will be able to demonstrate a high standard of language and IT literacy, and an ability to learn new systems and adapt to developments within primary care and an ever-changing NHS. Primary Care experience and knowledge of Emis Web would be an advantage but are not essential as full training would be provided.

A flexible approach and excellent interpersonal skills will be essential.

Please see attached Practice Profile, Job description and person spec for more information. Applications by the attached application form, and optional CV.

Main duties of the job

The core purpose of this post is to provide clerical administration support to the Practice, and you will be part of our friendly and lively administration team providing essential data services and administrative support to our team of healthcare professionals and other support staff. The post will involve the day-to-day clinical information management and system administration, and accuracy in this role is essential. Our Clerical Admin Team of three part-time employees is part of the wider administration team which is lead by the Administration and IT Manager, and is based on the first floor providing essential administration services throughout the week, Monday to Friday.

This role would suit someone who enjoys detailed administration, works methodically with an eye for detail, and is flexible with a can do attitude.

About us

We are a well established enterprising General Practice based in St George about three miles from the city centre in the East part of Bristol. The practice is based in well designed, spacious, purpose-built premises with space for housing a full complement of employed and attached staff.

We are a team who believe that a friendly and supportive working environment is vital. General practice can be a pressurised environment and we work hard to get the balance right between home and work life. We feel we can offer a rewarding working life, with a large and lively team committed to providing excellent patient care but also with a firm commitment to personal and professional development. Some of the Admin Team started working for Air Balloon Surgery as Care Navigators and have been able to successfully transfer their skills to the Administration Department when opportunities have arisen.

There are 9 team members in the administration department. We are a friendly team with a lot of experience that are really helpful to each other and anyone else in the surgery that may need help. The responsibilities & knowledge of the team have grown with the progression of technology and demands within general practice. The team embrace change and thrive on the implementation of new systems and processes.

Details

Date posted

23 February 2024

Pay scheme

Other

Salary

Depending on experience £11.44-£11.66 / hr dependant on relevant experience & skills

Contract

Permanent

Working pattern

Part-time

Reference number

A0104-24-0002

Job locations

Kenn Road

Bristol

BS5 7PD


Job description

Job responsibilities

Brief summary - please see full job description attached for full details;

Working Relationships: The post holder will need to develop good working relationship across the whole Practice team to be successful in this role.

Role Summary:

The purpose of this post is to provide clerical administration support to the practice.

The post holder is part of a team providing data services to the practice and will be required

to work flexibly within the data team.

1. General Data Administration Duties:

Load new registrations onto the clinical system using the registration forms.

Understand and run reports for monthly invitations to patients for long term conditions.

Understand and run reports as and when required for statistical, audit and reporting purposes.

Receiving paper medical records and processing them, deducting patient records and returning them in accordance to the practice protocol.

Assist with the training and induction of new staff, and training of staff on new hardware and software.

Assist with the annual flu programme, preparation of patient information and call-up letters, attend immunisation sessions and code all immunisations given or declined appropriately.

Respond to requests for results and other clinical information in accordance with practice policy.

Take and deal appropriately with incoming telephone calls.

Typing of letters, medical reports and other documents. Ensuring these documents are produced to a high standard of accuracy and within tight timescales.

Sending out insurance & SAR requests, actioning requests for reports and letters from third parties.

Operating the choose and book referrals and worklists, 2 week wait referral systems and liaising with patients and supporting them to use choose and book.

Actioning tasks, lab results, registrations, GP2GP & SCR within workflow manager.

2. System Administration includes:

Manage passwords & user lists on all software.

Participate in development plans for the practice with regards to I.T and their implementation.

Assist with the cancellation and re-booking of doctor and nurse appointment sessions as required.

Carry out all duties within the requirements of health & safety legislation, and ensure that due regard is given to the safety and security of other members of staff, patients and property.

Job description

Job responsibilities

Brief summary - please see full job description attached for full details;

Working Relationships: The post holder will need to develop good working relationship across the whole Practice team to be successful in this role.

Role Summary:

The purpose of this post is to provide clerical administration support to the practice.

The post holder is part of a team providing data services to the practice and will be required

to work flexibly within the data team.

1. General Data Administration Duties:

Load new registrations onto the clinical system using the registration forms.

Understand and run reports for monthly invitations to patients for long term conditions.

Understand and run reports as and when required for statistical, audit and reporting purposes.

Receiving paper medical records and processing them, deducting patient records and returning them in accordance to the practice protocol.

Assist with the training and induction of new staff, and training of staff on new hardware and software.

Assist with the annual flu programme, preparation of patient information and call-up letters, attend immunisation sessions and code all immunisations given or declined appropriately.

Respond to requests for results and other clinical information in accordance with practice policy.

Take and deal appropriately with incoming telephone calls.

Typing of letters, medical reports and other documents. Ensuring these documents are produced to a high standard of accuracy and within tight timescales.

Sending out insurance & SAR requests, actioning requests for reports and letters from third parties.

Operating the choose and book referrals and worklists, 2 week wait referral systems and liaising with patients and supporting them to use choose and book.

Actioning tasks, lab results, registrations, GP2GP & SCR within workflow manager.

2. System Administration includes:

Manage passwords & user lists on all software.

Participate in development plans for the practice with regards to I.T and their implementation.

Assist with the cancellation and re-booking of doctor and nurse appointment sessions as required.

Carry out all duties within the requirements of health & safety legislation, and ensure that due regard is given to the safety and security of other members of staff, patients and property.

Person Specification

Specialist Knowledge

Essential

  • IT-literate and with basic knowledge of web based and windows based systems

Desirable

  • Caldicot and Information governance
  • GDPR
  • Good working knowledge of Data Protection issues and principles
  • Basic working knowledge of Emis Web clinical software, and Emis Appointments software
  • ERS (NHS Electronic Referral System)

Qualifications

Essential

  • Good basic education to GCSE level or equivalent

Desirable

  • ECDL
  • Other relevant qualifications would be favourably viewed

Experience

Essential

  • Dealing with the public in a retail, commercial or public sector role
  • Detailed administrative work in a customer focused industry eg: retail or service industry

Desirable

  • Dealing with the public in situations of potential conflict/stress
  • Dealing with the public both face-to-face and on the phone
  • Dealing with large volumes of administrative work
  • Primary care
  • Handling personal and sensitive personal data

Other & personal attributes

Essential

  • Excellent people skills including dealing with challenging people
  • Honesty
  • punctuality
  • Calm and well organised under pressure
  • empathetic
  • First class communication skills
  • Willingness and flexibility to work extra hours on occasions
  • Able to work under pressure & manage conflicting demands
  • Eligibility for work in UK indefinitely
  • DBS clearance

Skills & Abilities

Essential

  • Able to multi-task and prioritise
  • Use of email
  • ability to converse, provide advice, and to understand, interpret and input data in accurate written and spoken English
  • a willingness to learn new skills
  • ability to use initiative appropriately
  • attention to detail

Desirable

  • Audio-typing
  • Problem solving
Person Specification

Specialist Knowledge

Essential

  • IT-literate and with basic knowledge of web based and windows based systems

Desirable

  • Caldicot and Information governance
  • GDPR
  • Good working knowledge of Data Protection issues and principles
  • Basic working knowledge of Emis Web clinical software, and Emis Appointments software
  • ERS (NHS Electronic Referral System)

Qualifications

Essential

  • Good basic education to GCSE level or equivalent

Desirable

  • ECDL
  • Other relevant qualifications would be favourably viewed

Experience

Essential

  • Dealing with the public in a retail, commercial or public sector role
  • Detailed administrative work in a customer focused industry eg: retail or service industry

Desirable

  • Dealing with the public in situations of potential conflict/stress
  • Dealing with the public both face-to-face and on the phone
  • Dealing with large volumes of administrative work
  • Primary care
  • Handling personal and sensitive personal data

Other & personal attributes

Essential

  • Excellent people skills including dealing with challenging people
  • Honesty
  • punctuality
  • Calm and well organised under pressure
  • empathetic
  • First class communication skills
  • Willingness and flexibility to work extra hours on occasions
  • Able to work under pressure & manage conflicting demands
  • Eligibility for work in UK indefinitely
  • DBS clearance

Skills & Abilities

Essential

  • Able to multi-task and prioritise
  • Use of email
  • ability to converse, provide advice, and to understand, interpret and input data in accurate written and spoken English
  • a willingness to learn new skills
  • ability to use initiative appropriately
  • attention to detail

Desirable

  • Audio-typing
  • Problem solving

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

Air Balloon Surgery

Address

Kenn Road

Bristol

BS5 7PD


Employer's website

http://www.airballoonsurgery.co.uk/p2637.html?a=0 (Opens in a new tab)

Employer details

Employer name

Air Balloon Surgery

Address

Kenn Road

Bristol

BS5 7PD


Employer's website

http://www.airballoonsurgery.co.uk/p2637.html?a=0 (Opens in a new tab)

Employer contact details

For questions about the job, contact:

IT & Administration Manager

Kate Milne-Brown

katie.milne-brown@nhs.net

01179099511

Details

Date posted

23 February 2024

Pay scheme

Other

Salary

Depending on experience £11.44-£11.66 / hr dependant on relevant experience & skills

Contract

Permanent

Working pattern

Part-time

Reference number

A0104-24-0002

Job locations

Kenn Road

Bristol

BS5 7PD


Supporting documents

Privacy notice

Air Balloon Surgery's privacy notice (opens in a new tab)