Administration Support

Job description

Job responsibilities

Duties and Responsibilities

Duties will include, but are not limited to:

HR Administration

Supporting the recruitment and application process

Advertising vacancies on websites and NHS Jobs

Sending application to recruitment panels to complete shortlisting and setting up interviews

Setting up new starters IT accounts

Learning and development

You will assist with scheduling training and organising and completing bookings for external training.

Assist with sending and collecting appraisal training feedback forms.

Practice Support

Provide regular support to the reception, prescription and scanning / coding team to ensure adequate cover is provided to ensure the work is completed to the deadlines set.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us 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 relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Provide support for Practice Manager where required.

Health and safety

The post holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy and the practice Infection Control Policy. This will include:

Using personal security systems within the workplace according to practice guidelines.

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Risk Management

All staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken.

Quality

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute 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
• Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work

Person Specification

Qualifications

Essential

• Strong commitment to the vision and values of NCPC
• Genuine interest in and commitment to the needs of the local community
• Commitment to the development of people and services, as required by NCPC
• GCSE qualifications or equivalent
• Excellent communication (orally and written) and listening skills
• Experience in use of IT systems e.g. MS Outlook, MS Word, Excel and the internet
• Negotiation and conflict management skills
• Ability to prioritise and work to tight deadlines when faced with conflicting demands
• Demonstrate good attention to detail
• Ability to work and act on own initiative
• Willingness to work flexibly
• Approachable
• Polite and tactful
• Ability to use own judgement, resourcefulness and common sense
• Enthusiastic, adaptable, innovative, forward looking
• Ability to prioritise and work to tight deadlines when faced with conflicting demands
• Ability to remain calm, focused and efficient when managing conflict
• Ability to develop effective administration and support systems.
• Demonstrate good attention to detail
• Work methodically with accuracy ensuring attention to detail
• The ability to manage multiple activities
• Flexible to work at desired times including late evenings and some weekends if required

Desirable

• NVQ in Business/Administration
• Experience of working in primary care
• Previous experience in Administration
• Knowledge and experience in the use of EMIS clinical system
• Experience in a public facing role
• Customer service skills

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Queen Street Medical Practice

Address

Lowther Medical Centre

1 Castle Meadows

Whitehaven

Cumbria

CA28 7RG

Employer's website

https://www.queenstreetmedicalpractice.nhs.uk/ (Opens in a new tab)