Job summary
Jubilee Park Medical Partnership is a friendly practice with a list size of approximately 12,400 patients across 2 sites in Carlton and Lowdham. We are seeking a friendly, enthusiastic and flexible team member to join our caring and supportive administration team working 12-14 hours per week.
You will be part of the admin team responsible for undertaking
a wide range of secretarial and administrative duties and the provision of
administrative support to the practice team across both sites. 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).
You will be dealing with patients on the telephone and occasionally in person with a strong emphasis on care for our patients, ensuring they are directed to the most appropriate person or place for their care. Your hours will be worked between 08:00 and 18:30. For this post you will be expected to work across both of the sites that make up our practice. Comprehensive training will be provided.
Main duties of the job
To
be responsible for undertaking a wide range of secretarial and administrative
duties and the provision of administrative 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).
About us
Jubilee Park Medical Partnership is a friendly practice with a list size of approximately 12,400 patients across 2 sites in Carlton and Lowdham.
We are a fabulous caring, supportive and hardworking team.
Our practice team consists of:
GP Partners, Salaried GPs, Advanced Nurse Prescriber, Nurse Prescribers, Practice Nurses, HCAs, Reception Care Coordination team, Administration team and Management team.
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 and other national systems eg ERS
- Processing scanning and downloading of documents
- Processing workflow of documents including required actions and coding as per protocol and SOP
- 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 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
- Fulfil 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 and other national systems eg ERS
- Processing scanning and downloading of documents
- Processing workflow of documents including required actions and coding as per protocol and SOP
- 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 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
- Fulfil 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
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 requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
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
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
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 requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
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
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.