Administrative Assistant

Job description

Job responsibilities

Vacancy Administrative Assistant

Hours of work: c.25 hours per week

Salary: Competitive salary offered / depending on experience

Closing date: 2nd October 2020

Interview date:12th / 13th October 2020

Main Purpose of Job

An opportunity has arisen to join our administration team.

The successful applicant will be part of a busy administration team and has a key role working closely with all staff (clinical and non-clinical) across the Health Centre.

The post holder will provide general administrative and clerical support to staff as directed; undertaking a variety of tasks to assist the day to day running of the Health Centre, along with innovative / strategic projects. The post holder will work with internal and external stakeholders and be responsible for following up tasks methodically, courteously and in a timely manner.

This role will be pivotal in ensuring the needs of the business are met and that the Health Centre operates safely and efficiently.

Duties of the successful applicant will include (this list is not exhaustive)

Checking the practices generic email each day, transferring clinical records and allocating to workflow for review by doctors

Processing patient notes

Responding to external requests for information (from e.g. insurance companies, solicitors; coping notes for third parties

Processing, coding and summarising patient notes

In-putting patient information and data

Running searches on the patient data system; assisting with audits and ensuring safety and governance regulations are adhered to

Liaising with external agencies (e.g. hospitals) to check status of referrals

Resolving low level IT issues and maintaining Health Centre equipment

Ordering supplies (clinical and non-clinical)

Preparing invoices

Assisting with staff communications

Undertake any other administrative / clerical task as reasonably delegated to by doctors or management

Download results for dissemination to GPs

Send out routine recall / appointment letters

Key skills and personal characteristics

Excellent inter-personal skills and ability to work within a team-based environment

Able to work with a great degree of flexibility and adaptability

Self-motivating and able act on own initiative

Excellent written and verbal communication skills

Accurate and methodical

It is essential applicants meet the following criteria

Proficient in the use of IT; Microsoft office suite packages (including word, excel and powerpoint), internet and email, data operating systems

Previous experience of database administration

Consistently undertakes work that is accurate and detail oriented

Experience of handling confidential information

Ability to co-ordinate tasks

Strong organisation and problem solving skills

Proven ability to provide excellent customer service (internal and external)

It is desirable applicants meet the following criteria

Working knowledge of EMIS web

Additional hours:

-Flexibility to work extra sessions for holiday and sickness as required

For more information / an informal conversation, please contact Kayleigh Pashley, Administration Manager

Email: kayleigh.pashley@nhs.net

Tel: 01359 240298

Please ensure your application details how you meet the essential and desirable criteria.

Please submit a CV with your application.

Person Specification

Qualifications

Essential

• It is essential applicants meet the following criteria
• Proficient in the use of IT; Microsoft office suite packages (including word, excel and powerpoint), internet and email, data operating systems
• Previous experience of database administration
• Consistently undertakes work that is accurate and detail oriented
• Experience of handling confidential information
• Ability to co-ordinate tasks
• Strong organisation and problem solving skills
• Proven ability to provide excellent customer service (internal and external)

Desirable

• It is desirable applicants meet the following criteria
• Working knowledge of EMIS web

Experience

Essential

• Excellent inter-personal skills and ability to work within a team-based environment
• Able to work with a great degree of flexibility and adaptability
• Self-motivating and able act on own initiative
• Excellent written and verbal communication skills
• Accurate and methodical

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

Woolpit Health Centre

Address

Heath Road

Woolpit

Bury St. Edmunds

Suffolk

IP30 9QU

Employer's website

http://woolpithealthcentre.co.uk/ (Opens in a new tab)