Administrator

Job description

Job responsibilities

Job summary

The purpose of the role is to:

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of clerical support to clinical staff and other members of the practice team.

Facilitate effective communication between patients, members of the primary health care team, secondary care, and other associated healthcare agencies.

Duties and responsibilities

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the practice manager, dependent on current and evolving practice workload and staffing levels:

Opening up/locking up of practice premises and maintaining security in accordance with practice protocols

Maintaining and monitoring the practice appointments system

Maintaining and monitoring the clinical recall system.

Processing personal and telephone requests for appointments, visits, and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional.

Processing and distributing incoming (and outgoing) mail (both paper and electronic)

Scanning incoming hospital letters and documents into clinical system and assigning to correct recipient.

Taking messages and passing on information

Filing and retrieving paperwork

Processing repeat prescriptions in accordance with practice guidelines.

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Clearing and re-stocking of consulting rooms as required.

Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying, and scanning.

Ordering, re-ordering and monitoring of stationery and other supplies

Ensure all new registrations are entered onto the clinical system and process GP2GP.

Provision of refreshments for staff and visitors as required.

Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter

Confidentiality

While 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.

Health & 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, the practice health & safety manual, and the practice infection control policy and published procedures. 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, 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 holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

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, with 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.

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.

Person Specification

Experience

Essential

• Experience of working in a customer service role

Desirable

• Experience of working in a GP Practice.
• Experience of working with SystmOne clinical system

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.

Employer details

Employer name

Westdale Lane Surgery

Address

20-22 Westdale Lane

Carlton

Nottingham

Nottinghamshire

NG4 3JA

Employer's website

https://www.westdalelanesurgery.co.uk/ (Opens in a new tab)