Administration Assistant

Job description

Job responsibilities

JOB TITLE Administration Assistant

REPORTS TO Patient Services Manager (Admin and Estates)

HOURS 20 hours per week

LOCATION Any of our 7 sites

Job Summary:

The purpose of the role is to:

Provide administrative support to the administration team of Holderness Health. This includes secretarial duties, correspondence management and records management. The work involved may be at any one of our 7 sites

In line with practice policies the post holder will

project a professional, positive and friendly image to colleagues, patients and other visitors, either in person or via the telephone.

Undertake a variety of administrative duties in relation to management of incoming and out going correspondence and also the management of patient records.

Facilitate effective communication between patients, staff and other healthcare professionals ensuring confidentiality is always maintained.

Duties and Responsibilities:

The duties and responsibilities to be undertaken by the administration support assistant 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 Management Team. All duties are to be carried out professionally.

Receive and manage hard copy post

Scan, merge and attach patient correspondence to correct patient records

In line with data quality rules ensure that information is accurate, is not duplicated and that it is recorded in chronological order.

Process all correspondence in accordance with practice policies and procedures and in line with safeguarding and GDPR rules

Tidy the problem page ensuring a consistent presentation of information.

Accurately attach electronic documents to patient records.

Identify any new diagnoses from documentation and add codes to the patient record to reflect this.

Determine when correspondence requires additional actions and forward to the clinical team or pharmacists for further actions and management and ensure that the information is forwarded to the correct colleague.

Manage incoming electronic documents both within the clinical system the departmental inboxes

Ensure tasks in the practice clinical system are managed and actioned on a daily basis

Provide additional cover at times of holiday or sickness.

Assist with the provision of departmental audit information.

Attend meetings and take part in significant event reporting and reviews.

Generate referrals from both audio recordings and textual communications, and forward them to the appropriate services.

Take receipt of and record the arrival of new patient records, and also process deduction requests ensuring all paper records are forwarded to PCSE once retrieved

Search for and file patient notes, recording location of notes in the clinical system

Summarise patient records into the practice clinical system by readcoding relevant information from patient medical notes.

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

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 and free from hazards

Actively reporting of health and safety and infection 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

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality, diversity and inclusion:

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

Responsible for undertaking own mandatory training as per practice policy

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

Contribution to the implementation of services:

The post-holder 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

Person Specification

Additional Criteria

Essential

• Enthusiasm to learn.
• Ability to follow protocols.
• Ability to multitask

Qualifications

Essential

• English language qualification, minimum of GCSE grade 5 or above
• Maths qualification, minimum of GCSE grade 5 or above
• IT/Typing qualification (keyboard skills)

Desirable

• Knowledge of SystmOne
• Knowledge of medical terminology

Experience

Essential

• Evidence of working in a focused office environment
• Knowledge of rules and maintenance of confidentiality (GDPR)
• Team player
• Experienced typist
• Highly organised and able to prioritise

Desirable

• Work in a primary care environment.
• Knowledge of readcoding/snomed
• Good knowledge of various forms of communications used in administrative environment
• Experience of using excel

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

Holderness Health

Address

Church View Surgery

5 Market Hill House

Hedon

HU12 8JE

Employer's website

https://www.holdernesshealth.nhs.uk/ (Opens in a new tab)