Job summary
Could you be the person we are looking for?
We are seeking a friendly, enthusiastic and flexible team member to join our caring and supportive Administration team working 37.5 hours per weeksupporting the practice team and all areas of administration.
Jubilee Park Medical Partnership is a friendly practice with a list size of approximately 12500 patients across 2 sites in Carlton and Lowdham.
The post holder will be responsible for undertaking a wide range of administrative
duties and support to the practice team. Duties
can include but are not limited to, the processing of information (electronic
and hard copy) in a timely manner, liaising with practice team members and
external agencies such as secondary care and community service providers and in
accordance with current policies, including the use of the electronic referral
service (ERS).
Your hours will be worked mainly during out core hours of 07:45-18:30. In this post you will be expected to work across both of the sites that make up our practice.
You may also occasionally be required to cover reception for extended hours.
Uniforms and comprehensive training will be provided.
Main duties of the job
You will be part of the administration team supporting the practice team and all areas of administration. This position includes, a range of administrative duties and dealing with patients on the telephone and in person with a strong emphasis on supporting the team and our patients.
About us
Jubilee Park Medical Partnership is a friendly practice with a list size of approximately 12500 patients.
We have 2 sites in Carlton and Lowdham.
We are a fun loving, fabulous caring, supportive and hardworking team.
The practice has approximately 50 staff including clinical, non clinical and PCN additional roles such as physio, pharmacists etc.
We are also a member of Synergy PCN and work with the wider health community.
Job description
Job responsibilities
The
following are the core responsibilities of the administrator. There may be on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:
- Have a thorough knowledge
of all practice procedures
- Work in accordance with
the written standard protocols/SOPs
- Use of the practice
computer system (SystmOne) and other national systems eg ERS
- Processing referral
letters and forms
- Processing clinical
correspondence in accordance with protocols
- Input data into patient
healthcare records where required
- Patient notes summarising
- Processing medical letters
and forms for patients and 3rd parties and associated
invoices
- Process requests for information i.e. SAR, insurance /
solicitors letters and DVLA forms
- Processing copy medical
records and associated invoices
- Photocopying and scanning documentation as required
- Apply practice policies, standards and guidelines
- Ensure building security
is adhered to
- Alert team members if
there are concerns about patients or visitors to the practice
- Fulfill the duties of fire
warden
- Undertaking reasonable ad
hoc or on-going tasks, duties and projects, in line with the
responsibility of the post, as requested by and agreed with the
management team.
- Manage all administrative queries as necessary
- Carry out system searches as requested
- Maintain a clean, tidy, effective working area at all
times
- Support all clinical staff with general administrative
tasks as requested
In
addition, at times, the administrator may be requested to:
- Partake in audit as directed by the audit lead
-
Produce meeting agendas and record the minutes of
meetings
-
Support reception staff, providing cover during staff
absences
-
Book
appointments
-
Complete
opening and closing procedures in accordance with the duty rota
Job description
Job responsibilities
The
following are the core responsibilities of the administrator. There may be on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:
- Have a thorough knowledge
of all practice procedures
- Work in accordance with
the written standard protocols/SOPs
- Use of the practice
computer system (SystmOne) and other national systems eg ERS
- Processing referral
letters and forms
- Processing clinical
correspondence in accordance with protocols
- Input data into patient
healthcare records where required
- Patient notes summarising
- Processing medical letters
and forms for patients and 3rd parties and associated
invoices
- Process requests for information i.e. SAR, insurance /
solicitors letters and DVLA forms
- Processing copy medical
records and associated invoices
- Photocopying and scanning documentation as required
- Apply practice policies, standards and guidelines
- Ensure building security
is adhered to
- Alert team members if
there are concerns about patients or visitors to the practice
- Fulfill the duties of fire
warden
- Undertaking reasonable ad
hoc or on-going tasks, duties and projects, in line with the
responsibility of the post, as requested by and agreed with the
management team.
- Manage all administrative queries as necessary
- Carry out system searches as requested
- Maintain a clean, tidy, effective working area at all
times
- Support all clinical staff with general administrative
tasks as requested
In
addition, at times, the administrator may be requested to:
- Partake in audit as directed by the audit lead
-
Produce meeting agendas and record the minutes of
meetings
-
Support reception staff, providing cover during staff
absences
-
Book
appointments
-
Complete
opening and closing procedures in accordance with the duty rota
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- NVQ Level 2 in Administration
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a health care setting as an administrator
Skills
Essential
- Excellent communication skills (written and oral).
- Strong IT skills, including audio typing.
- Clear, polite telephone manner.
- Competent in the use of computers including MS Office.
- Effective time management (Planning & Organising).
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Good communication skills (written and verbal).
- Problem solving & analytical skills.
- Ability to follow policy and procedure.
Desirable
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other
Essential
- Flexibility to work outside of core office hours
- Ability to work at both sites in Carlton and Lowdham
- Disclosure Barring Service (DBS) check
Desirable
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- NVQ Level 2 in Administration
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a health care setting as an administrator
Skills
Essential
- Excellent communication skills (written and oral).
- Strong IT skills, including audio typing.
- Clear, polite telephone manner.
- Competent in the use of computers including MS Office.
- Effective time management (Planning & Organising).
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Good communication skills (written and verbal).
- Problem solving & analytical skills.
- Ability to follow policy and procedure.
Desirable
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other
Essential
- Flexibility to work outside of core office hours
- Ability to work at both sites in Carlton and Lowdham
- Disclosure Barring Service (DBS) check
Desirable
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.