Job summary
We require a part-time reliable administrator to join our busy team at St Austell Healthcare. This post is to provide administrative support for our Ophthalmology clinics.
The post holder should have a can-do attitude, treating everyone with dignity and respect in line with practice ethos. They must have good communication and IT skills, be able to work under pressure, and work within a team.
Working hours will be 17 hours per week, Monday and Friday 8 am to 5 pm with 30 minute lunch break, and the requirement to work occasional Saturdays in addition to normal hours. Ability to cover sickness and annual leave is also preferred.
Rate of pay is £10.52 per hour. Benefits include six weeks annual leave per year pro rata, plus bank holidays, NHS pension scheme membership, salary sacrifice electric car and bike schemes, and free staff wellbeing support.
If you believe you have the skills and enthusiasm to join and help lead our services, we would love to hear from you.
Main duties of the job
JOB SUMMARY:
To provide organisational administration support to St Austell Healthcare and St Austell Healthcare Limited (the contract provider for external eye clinics).
About us
St Austell Healthcare has a strong
multidisciplinary team comprising GPs, ANPs, Nurses, Paramedics and Pharmacists
and an ethos for innovation and collaboration with health and social care
partners.
We are an award winning, happy team and take pride in our work and the
care we offer our 38,000 patients.
We are constantly seeking new ways of working to
enhance service provision and the patient experience, introducing new
technologies and methods of working to meet the expectations of our patient
group. We are ambitious and wish to provide the best service we can for the
people of St Austell.
Job description
Job responsibilities
EYE CLINIC
- Keep paper records for WARM clinic and pull the records ready for the clinic
- Use PAS to record arrivals and outcomes
- Generate electronic clinic letters for the WARM clinic on Medisoft
- Telephone Opticians to obtain prescription data when patients forget to bring their glasses prescription to the Glaucoma clinic
- Liaise with RCHT Ophthalmology Secretaries for queries and new patients attending Wheal Northey
- Booking follow up appointments and rebooking clinics etc
- Completing spreadsheets detailing which staff worked and list each patient that attended each clinic and whether they had treatment, then send this to the Finance Team to invoice RCHT
- Add Glaucoma Surveillance patients to the RCHT review pending list.
Clinical Governance
- Contribute to the development and maintenance of sound clinical governance and risk management.
- Support the development/implementation on any new ways of working/policies that need to be introduced across the SAH.
- Support SAHC in operating a quality assurance but no blame culture that adheres to best practice around incident reporting and whistle blowing.
Engagement with Patients, Internal and External Stakeholders
- Initiate, develop and maintain excellent third party relationships e.g. with CCGs, NHSE Area Teams, sub-contractor providers, patient groups, local community health teams and other stakeholders to grow, maintain and support service and performance delivery.
- To ensure patient surveys are undertaken, analysed and action plans are developed and acted upon
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.
All such information from any source is to be regarded as strictly confidential.
Equality and Diversity
- The postholder 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
- The postholder 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.
Health and Safety
The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual and the practice infection control policy and published procedures.
Appraisal/ Objective setting
The post holder will participate in an annual review of their performance during the previous year and agree objectives to be met in the next year. These will be reviewed at agreed points during the year. The annual appraisal will be undertaken by Finance and Estate Manager (line manager) and a designated GP Partner may be present.
Communication
The postholder 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.
Quality
The postholder 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.
Contribution to the implementation of services
The postholder will:
- Apply practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate
Working hours will be between 8am and 8pm Monday to Friday will involve some weekend working (especially Saturdays) at the agreed standard rate. Thirty minutes unpaid break must be taken at lunchtime.
Social Media and designated other websites cannot be accessed on SAH Computers. Personal mobile phones should not be accessed during working hours.
The details contained in this Job Description are not exhaustive and may change as the post develops.
Job description
Job responsibilities
EYE CLINIC
- Keep paper records for WARM clinic and pull the records ready for the clinic
- Use PAS to record arrivals and outcomes
- Generate electronic clinic letters for the WARM clinic on Medisoft
- Telephone Opticians to obtain prescription data when patients forget to bring their glasses prescription to the Glaucoma clinic
- Liaise with RCHT Ophthalmology Secretaries for queries and new patients attending Wheal Northey
- Booking follow up appointments and rebooking clinics etc
- Completing spreadsheets detailing which staff worked and list each patient that attended each clinic and whether they had treatment, then send this to the Finance Team to invoice RCHT
- Add Glaucoma Surveillance patients to the RCHT review pending list.
Clinical Governance
- Contribute to the development and maintenance of sound clinical governance and risk management.
- Support the development/implementation on any new ways of working/policies that need to be introduced across the SAH.
- Support SAHC in operating a quality assurance but no blame culture that adheres to best practice around incident reporting and whistle blowing.
Engagement with Patients, Internal and External Stakeholders
- Initiate, develop and maintain excellent third party relationships e.g. with CCGs, NHSE Area Teams, sub-contractor providers, patient groups, local community health teams and other stakeholders to grow, maintain and support service and performance delivery.
- To ensure patient surveys are undertaken, analysed and action plans are developed and acted upon
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.
All such information from any source is to be regarded as strictly confidential.
Equality and Diversity
- The postholder 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 which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
- The postholder 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.
Health and Safety
The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual and the practice infection control policy and published procedures.
Appraisal/ Objective setting
The post holder will participate in an annual review of their performance during the previous year and agree objectives to be met in the next year. These will be reviewed at agreed points during the year. The annual appraisal will be undertaken by Finance and Estate Manager (line manager) and a designated GP Partner may be present.
Communication
The postholder 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.
Quality
The postholder 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.
Contribution to the implementation of services
The postholder will:
- Apply practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate
Working hours will be between 8am and 8pm Monday to Friday will involve some weekend working (especially Saturdays) at the agreed standard rate. Thirty minutes unpaid break must be taken at lunchtime.
Social Media and designated other websites cannot be accessed on SAH Computers. Personal mobile phones should not be accessed during working hours.
The details contained in this Job Description are not exhaustive and may change as the post develops.
Person Specification
Experience
Essential
- Previous experience within general practice
- Good keyboard/IT skills
- Experience of working in a busy environment
Desirable
- Knowledge of Data Protection Act and how this is applied in General Practice
- Experience of using SystmOne computer system
- Awareness of the importance of safeguarding and procedures
- Previous experience of working in a pressured environment
SKILLS
Essential
- Self-motivated with the ability to use own initiative
- Ability to cope with change
- Able to work on own initiate and as part of a multi-disciplinary team
- Be able to multi-task and follow tasks through to their conclusion
- Ability to work with changing, and sometimes conflicting priorities, with supervision
- Ability to remain clam, friendly and professional under pressure
- Ability to solve problems within area of work/knowledge
- Good level of computer literacy.
- Effective oral communication and interpersonal skills
Desirable
- Demonstrable experience of SystmOne.
- Flexible in approach to work
- Interested in/aptitude for learning new skills/taking on new challenges
Qualifications
Essential
- Educated to GCSE grade C and above in Maths and English or equivalent
- Substantial experience in similar role will be considered
Desirable
- NVQII in customer care
- AMSPAR certificate
- CLAIT certificate
Person Specification
Experience
Essential
- Previous experience within general practice
- Good keyboard/IT skills
- Experience of working in a busy environment
Desirable
- Knowledge of Data Protection Act and how this is applied in General Practice
- Experience of using SystmOne computer system
- Awareness of the importance of safeguarding and procedures
- Previous experience of working in a pressured environment
SKILLS
Essential
- Self-motivated with the ability to use own initiative
- Ability to cope with change
- Able to work on own initiate and as part of a multi-disciplinary team
- Be able to multi-task and follow tasks through to their conclusion
- Ability to work with changing, and sometimes conflicting priorities, with supervision
- Ability to remain clam, friendly and professional under pressure
- Ability to solve problems within area of work/knowledge
- Good level of computer literacy.
- Effective oral communication and interpersonal skills
Desirable
- Demonstrable experience of SystmOne.
- Flexible in approach to work
- Interested in/aptitude for learning new skills/taking on new challenges
Qualifications
Essential
- Educated to GCSE grade C and above in Maths and English or equivalent
- Substantial experience in similar role will be considered
Desirable
- NVQII in customer care
- AMSPAR certificate
- CLAIT certificate
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.
