Job summary
We are a rural practice in Harbury, with a branch surgery in Bishop's Itchington looking to recruit an administrator. The successful applicant will work alongside our GP Partners and the Practice Manager and the practice team, to help us achieve our aim to deliver the high standard of care that our patients deserve. The role includes general administration duties as well as Reception work.
25 hours per week (5 hours per day), Monday - Friday.
Apply by sending in your CV and covering letter to Becci Young, Practice Manager
Main duties of the job
This varied role involves a variety of tasks, including working closely with the Practice Manager to ensure the smooth running of the practice. The successful applicant will be involved in meetings, diary and rota management, HR administration and general administration duties.
Reception work includes liaising with patients and medical colleagues, managing the appointment system, dealing with enquiries both face to face and over the telephoneand staffing the front desk.
Both roles include other administration duties such as filing and scanning.
Healthcare experience is desirable but not essential. Excellent communication skills and a positive approach to dealing with the public, face to face and over the telephone is key to this role. Good level of IT skills and utilising of various IT systems needed. Flexibility to work outside of your normal working hours to provide holiday and sickness cover is required.
About us
Harbury Surgery is situated close to Leamingon Spa and Southam run by 3 GP Partners and supported by a team of 19. We are a friendly GP practice with 6000 patients across two sites looking to expand our team.
https://www.harburysurgery.org.uk
For an informal discussion, please contact Becci Young, Practice Manager on 01926 695996
Apply by sending in your CV (by post or email) and covering letter to Becci Young, Practice Manager
rebecca.young1@nhs.net
Closing date 9th June. Interviews w/c 14th June.
Job description
Job responsibilities
Management support
Provide administrative
support to members of the primary health care team in various areas
Entering non-clinical
data on to the computer
Organise, attend and
take minutes at meetings
Organise rotas for
admin staff
Enter rotas for
clinical staff on to EMIS clinical system
Provide HR support to
PM
Review and update
practice policies
Cover Reception when
colleagues on leave / off sick
End of month reports
and audits
Keeping all records (including staff training) up to date for CQC
purposes.
Monitoring telephone system (call queue) daily
Solving IT issues
Scanning
- Scan and electronically file patient information on to the clinical
system
- Scan and electronically file administration documents on to the
clinical system
- Workflow scanned documents to clinicians
Management of medical records
- Retrieve and
re-file records as requested, ensuring that strict alphabetical order is
adhered to
- File ad hoc
reports / letters to patient paper notes
- Copying of paper
notes for various reports
- Read coding
various reports under direction of the Practice Manager
Reception
Cover
on Reception as required
Deal
with all general enquiries, explain procedures and make new and follow-up
appointments.
Ensure
that any problems not resolved by the end of a shift are communicated to fellow
receptionists
Explain
Practice arrangements and formal requirements to new patients and those seeking
temporary cover and ensure necessary processes are completed.
Receive
and make telephone calls as required.
Divert calls and take messages, ensuring accuracy of detail and prompt
appropriate delivery.
Enter
requests for home visits, ensuring careful recording of all relevant details
and where necessary refer to Duty Doctor.
To
accurately update and monitor patient records including, recording
appointments, registration, change of address, correspondence sent / received,
service provider updates
Chaperone
patients if requested
Advise
patients of relevant charges for private (non General Medical Services)
services, accept payment and issue receipts for same including maintaining an
accurate petty cash record
Computer
data entry, processing and recording information in accordance with practice
procedures
To
attend meetings, training and conferences as appropriate for the role and as
required
Ensure
an effective, efficient and courteous reception service is provided to patients
and any other visitors to the Practice
Keeping
the reception area, notice-boards and leaflet dispensers tidy and free from
obstructions and clutter
General
Make
and serve refreshments for colleagues and visitors
Ensure
all areas are kept clean, tidy and free from obstructions and clutter
Open
up premises at the start of the day when first to arrive, de-activate alarm and
make all necessary preparations to receive patients.
When
last to leave at the end of the day, ensure that the building is totally
secured, internal lights are off and the alarm activated.
Ensure
building security have thorough knowledge of doors/windows/alarm.
Ordering,
re-ordering and monitoring of stationery and other supplies
Job description
Job responsibilities
Management support
Provide administrative
support to members of the primary health care team in various areas
Entering non-clinical
data on to the computer
Organise, attend and
take minutes at meetings
Organise rotas for
admin staff
Enter rotas for
clinical staff on to EMIS clinical system
Provide HR support to
PM
Review and update
practice policies
Cover Reception when
colleagues on leave / off sick
End of month reports
and audits
Keeping all records (including staff training) up to date for CQC
purposes.
Monitoring telephone system (call queue) daily
Solving IT issues
Scanning
- Scan and electronically file patient information on to the clinical
system
- Scan and electronically file administration documents on to the
clinical system
- Workflow scanned documents to clinicians
Management of medical records
- Retrieve and
re-file records as requested, ensuring that strict alphabetical order is
adhered to
- File ad hoc
reports / letters to patient paper notes
- Copying of paper
notes for various reports
- Read coding
various reports under direction of the Practice Manager
Reception
Cover
on Reception as required
Deal
with all general enquiries, explain procedures and make new and follow-up
appointments.
Ensure
that any problems not resolved by the end of a shift are communicated to fellow
receptionists
Explain
Practice arrangements and formal requirements to new patients and those seeking
temporary cover and ensure necessary processes are completed.
Receive
and make telephone calls as required.
Divert calls and take messages, ensuring accuracy of detail and prompt
appropriate delivery.
Enter
requests for home visits, ensuring careful recording of all relevant details
and where necessary refer to Duty Doctor.
To
accurately update and monitor patient records including, recording
appointments, registration, change of address, correspondence sent / received,
service provider updates
Chaperone
patients if requested
Advise
patients of relevant charges for private (non General Medical Services)
services, accept payment and issue receipts for same including maintaining an
accurate petty cash record
Computer
data entry, processing and recording information in accordance with practice
procedures
To
attend meetings, training and conferences as appropriate for the role and as
required
Ensure
an effective, efficient and courteous reception service is provided to patients
and any other visitors to the Practice
Keeping
the reception area, notice-boards and leaflet dispensers tidy and free from
obstructions and clutter
General
Make
and serve refreshments for colleagues and visitors
Ensure
all areas are kept clean, tidy and free from obstructions and clutter
Open
up premises at the start of the day when first to arrive, de-activate alarm and
make all necessary preparations to receive patients.
When
last to leave at the end of the day, ensure that the building is totally
secured, internal lights are off and the alarm activated.
Ensure
building security have thorough knowledge of doors/windows/alarm.
Ordering,
re-ordering and monitoring of stationery and other supplies
Person Specification
Qualifications
Essential
- GCSE (or equivalent) English and Maths at Grade C or above
Desirable
- Qualification in Administration
Personal Qualitites
Essential
- Polite and confident.
- Flexible and co-operative.
- Motivated and diligent.
- High level of integrity.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure.
- Ability to work as a team or unsupervised.
General
Essential
- Available to work between 7am and 6pm Monday to Friday.
- Good time management
- Satisfactory Disclosure Barring Service (DBS) check.
- Satisfactory references from previous employers / education.
Desirable
- Flexible working
- Ability to travel (as over two sites)
Experience
Essential
- Experience working with the general public/patients
Desirable
- Experience of working in NHS.
- Experience of working in primary care.
- Broad knowledge of General Practice.
Skills
Essential
- Administration skills
- Excellent communication skills (written and oral)
- Competent in the use of Microsoft Office and Outlook
- Clear, polite telephone manner.
- Ability to work as a team member.
- Good interpersonal skills.
- Problem solving & analytical skills.
- Ability to follow policy and procedure.
Desirable
- Competent in organising meetings and taking minutes
- Diary Management.
- Knowledge of EMIS, Docman and other NHS clinical systems.
Person Specification
Qualifications
Essential
- GCSE (or equivalent) English and Maths at Grade C or above
Desirable
- Qualification in Administration
Personal Qualitites
Essential
- Polite and confident.
- Flexible and co-operative.
- Motivated and diligent.
- High level of integrity.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure.
- Ability to work as a team or unsupervised.
General
Essential
- Available to work between 7am and 6pm Monday to Friday.
- Good time management
- Satisfactory Disclosure Barring Service (DBS) check.
- Satisfactory references from previous employers / education.
Desirable
- Flexible working
- Ability to travel (as over two sites)
Experience
Essential
- Experience working with the general public/patients
Desirable
- Experience of working in NHS.
- Experience of working in primary care.
- Broad knowledge of General Practice.
Skills
Essential
- Administration skills
- Excellent communication skills (written and oral)
- Competent in the use of Microsoft Office and Outlook
- Clear, polite telephone manner.
- Ability to work as a team member.
- Good interpersonal skills.
- Problem solving & analytical skills.
- Ability to follow policy and procedure.
Desirable
- Competent in organising meetings and taking minutes
- Diary Management.
- Knowledge of EMIS, Docman and other NHS clinical systems.
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.
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).
Additional information
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.
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).